How to plan a conference in Kent: a step-by-step guide

Planning a conference in Kent comes down to five decisions: how many people, which town, what budget, which venue and what goes into the day. This guide takes you through each one, with real venues, capacities and prices from across the county.

1. Pin down your numbers first

Your headcount decides almost everything else, so settle it before you look at venues. Count the people you expect, then add about 10% for late sign-ups. Then decide how you want the room laid out, because the same room holds very different numbers depending on the layout.

Layout	What it looks like	Best for
Theatre	Rows of chairs facing the front	Keynotes and presentations
Classroom	Rows of tables with chairs	Training where people take notes
Cabaret	Round tables, one side left open	Workshops and group work
Boardroom	One large table	Meetings of up to about 30
Reception	Standing, no seats	Networking and drinks

For example, the Imperial Ballroom at the Hythe Imperial Hotel seats 200 theatre style but only 100 classroom style.

2. Choose the right town

Kent is a big county, so pick a base that is easy for most of your delegates to reach.

• Coming from London? Ashford has high-speed trains to St Pancras, and Curious Brewery is a two-minute walk from Ashford International station. Ashford International Hotel, with a suite for up to 400, is a short taxi ride away.
• Mostly driving? Venues near the M20 and M2 around Maidstone are easy to reach from across Kent. Try Village Hotel Maidstone or Delta Hotels Tudor Park.
• West Kent audience? Sevenoaks and Tonbridge are close to the M25. The Bat and Ball Centre in Sevenoaks is next door to a railway station.
• East Kent and the coast? Canterbury, Thanet and Folkestone have a good spread of venues, from Canterbury Cathedral Lodge to Discovery Park in Sandwich.

You can search every venue by town on our Kent business venues page.

3. Set a realistic budget

Hotels usually charge a day delegate rate per person, which normally covers the room, refreshments and lunch. Published rates from Kent venues on our site run from about £25 to £75 per person, for example from £25 plus VAT at The Burlington Hotel in Folkestone, £35 to £41 at MEMS Priestfield Stadium, £45 to £52 at Broome Park and £60 to £70 at The Spa Hotel. So a 50-person conference costs roughly £1,250 to £3,750 for the day before extras such as drinks or accommodation. For groups of 100 or more, Riverside in Whitstable publishes packages from £14.99 per person plus VAT.

If your budget is tight, hiring a hall and bringing in your own caterer can work out cheaper. Most of the village and community halls on our site that publish prices charge about £15 to £30 an hour for the main hall.

Our guide to venue hire prices in Kent has published prices from nearly 70 venues.

4. Shortlist venues by size

Here are some Kent venues that publish their capacities, grouped by the size of event they suit.

Event size	Venues to look at
500 people or more	Kent Event Centre, University of Kent, Mercure Maidstone Great Danes
200 to 500	Ashford International Hotel, MEMS Priestfield Stadium, Discovery Park, Bat and Ball Centre, Riverside, Whitstable, Kent College
100 to 200	Hythe Imperial Hotel, Penshurst Place, King's Rochester Sports Centre
Under 100	Hamlet Maidstone, Churchill Square Business Centre, Kent Innovation Centre, The Oast Theatre

When you contact a venue, ask the same questions each time so you can compare them fairly:

• Which room, and what does it hold in the layout I want?
• What is included in the price, and is VAT included?
• What AV is in the room: screen, projector, microphones, wifi?
• Is there free parking, and how close is the nearest station?
• Is the room step-free, with an accessible toilet?
• Are there breakout rooms, and do they cost extra?
• What is the cancellation policy?

5. Build the day

A simple running order that works for most one-day conferences:

Time	What happens
8.30am	Registration, tea and coffee
9.15am	Welcome and opening keynote
10.30am	Break
10.45am	Sessions or panel
12.30pm	Lunch and networking
1.30pm	Workshops or breakouts
3.00pm	Break
3.15pm	Closing keynote
4.00pm	Drinks and networking

Keep sessions to 45 minutes or less, and leave real time for networking. For many delegates, the conversations are the main reason to come.

6. Work back from the date

When	What to do
6 to 9 months before	Fix the date, budget and headcount. Shortlist and book the venue.
4 to 6 months before	Book speakers and catering. Open registration.
2 to 3 months before	Promote the event. Confirm AV and room layouts.
2 to 4 weeks before	Send joining instructions with directions and parking details. Confirm final numbers.
The week before	Brief the venue, speakers and helpers. Print badges and signs.

The earlier you can commit to a date, the more choice of venue you will have.

7. Tell people about it

Once your conference is booked, list it on Kent Business Events so local businesses can find it. Adding an event takes a few minutes, and it appears alongside networking events, training and awards across Kent and Medway.

Frequently asked questions

How far ahead should I book a conference venue in Kent?

Six to nine months ahead gives you the most choice, especially for larger venues and busy months. Smaller rooms can often be booked a few weeks ahead.

How much does a conference in Kent cost?

Published day delegate rates from Kent venues on our site run from about £25 to £75 per person. Hiring a hall and catering separately can cost less.

What is the biggest conference venue in Kent?

Among the venues on our site, the Kent Event Centre near Maidstone has the largest stated capacity, at up to 3,000 people.

Which Kent town is best for a conference?

It depends on where your delegates are coming from. Ashford suits London travellers, Maidstone suits drivers from across Kent, Sevenoaks and Tonbridge suit West Kent, and Canterbury suits East Kent.