• Seminar room in the Excelsior conference hotel in Munich including U-shaped tables, large screen, drinks, screens on the side wall and notepads.

Conference Planning Tips

A successful conference needs to be well prepared. In our guide, we give you tips on planning your event and on choosing the right location so that your conference will be fondly remembered by all participants. In Munich, the team at Hotel Excelsior will be happy to support you with your conference planning and answer any questions you may have.

Planning the Content

The first step is to specify the focus and goal of the conference and to make a list of suitable speakers and guests. Reach out to your preferred speakers early on to ensure enough commitments from speakers before inviting your guests. Choose a suitable date for the event in order to avoid any overlap with other events in your industry. Now you can work out the exact program, making sure that there is a suitable mix of input and breaks.

Booking a Venue

Early in the planning process, it is important to choose and book a suitable conference venue. That way, you make sure that your preferred venue is still available on your chosen date. Pay attention to the location of the venue as well as the suitability of the available rooms. This includes the size of the rooms and possible number of guests as well as the availability of technical equipment and catering options.

The event location, for instance a conference hotel, should be easy to reach for speakers and guests alike and offer a pleasant and suitable ambience for your conference. This can be achieved with rooms that have large windows, providing plenty of natural light. In addition, it is useful to be able to combine rooms according to your needs.

Dining and Coffee Breaks

Food is an important part of any conference. It provides an opportunity to recharge before the next part of the conference and, equally important, to network with other attendees. So remember to plan enough time for lunch and coffee breaks when putting together your conference schedule. A positive dining experience ensures that conference attendees will return to the sessions refreshed and with an open mind and will leave the conference with a high overall satisfaction.

At this point, of course, the quality and organization of the food comes into play. Easily accessible catering areas and delicious food as well as professional preparation and execution contribute significantly to the positive and productive atmosphere at your event.

Team Events and Company Celebrations

Work hard, play hard! Social events strengthen the team spirit and improve efficiency as well as employee satisfaction. Therefore, hotels like the Excelsior in Munich also offer you the option to book a cooking course in our show kitchen. We are also at your disposal for planning the supporting program of your conference in Munich. In general, professional support from the venue is crucial for a smooth planning and execution of your conference.

Perfect Coordination

At Excelsior, our banquet manager Michelle Kapfer and her team will be at your side from start to finish to plan and execute your conference. Ask questions at any time, let us advise you on the planning, and inform us if there are any changes in your plans. A professional event organizer like Hotel Excelsior will actively support you with any wishes you may have regarding your event, be it technical equipment, seating, accessibility, decoration of the venue or the composition of the menu. Through this cooperation, your event – whether that is a large-scale event lasting several days or an exclusive business meeting – will be a lasting success.


By Geisel


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    One of the best wine restaurants in Munich right here at Excelsior. Welcome, wine connoisseurs and pleasure lovers!
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    In Geisel's Weingalerie you will find perhaps the most exclusive wine selection in all of Munich. Sommelier Francesco di Carlo will be happy to advise you.