Organising a conference requires a venue where space, technology, catering and accessibility all work together. At KOMAEN in Oirschot, several rooms are available for conferences of different sizes.
Depending on the number of attendees and the format of the conference, different rooms and seating arrangements can be used. Rooms can also be combined when the programme includes both a plenary session and smaller breakout sessions.
In addition to the rooms, audiovisual support and catering options are available, including coffee and tea, lunch, drinks and dinner. The different meeting rooms can also be used for breakout sessions or individual parts of the conference programme.
This allows the reception, presentations, breaks, breakout sessions and catering to take place at the same venue throughout the conference.
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What format suits your conference?
No two conference programmes are the same. One conference may focus on a single plenary programme, while another alternates between several speakers, presentations and breakout sessions throughout the day. The layout of the conference venue should therefore match the programme you want to organise.
At KOMAEN, we can look at the expected number of attendees, the different parts of the programme and the spaces required for each of them. This makes it possible to create a layout that allows attendees to move logically through the programme throughout the day.
The most suitable format depends on more than just the number of attendees. The duration of the conference, number of speakers, breakout sessions and preferred times for breaks and catering all influence the most practical layout.
From arrival to closing at one conference venue
A conference does not begin only when the first speaker takes the stage. The arrival of attendees, breaks, movement between rooms and the closing of the event all influence how the day runs. That is why it is important to consider the entire programme when organising your conference.
By coordinating these elements in advance, the required rooms and the movement of attendees throughout the venue can be taken into account. This is particularly important when different parts of the programme follow one another throughout the day.
Combine plenary sessions with smaller groups
A large part of a conference programme may take place together, while attendees are later divided into smaller groups. In that case, it is not only the capacity of the largest room that matters, but also the ability to use different spaces within the same programme.
KOMAEN has several spaces that can be used separately or in combination, depending on the programme. This allows a single conference to take on different formats throughout the day without attendees having to travel to another venue for each part of the programme.
Choose a room layout that suits your conference programme
The layout of a room influences how attendees view a presentation, interact with each other and move through the space. A conference focused mainly on speakers and presentations therefore requires a different setup from a programme where attendees regularly work or interact with one another.
Depending on the room and number of attendees, several layouts are possible, including theatre, carré, U-shape, cabaret, boardroom and classroom setups. When planning the conference programme, the most suitable layout can be selected for each room.
A theatre setup, for example, is a logical choice for a keynote or central presentation. Smaller interactive sessions may benefit from a layout where attendees can see and communicate with each other more easily.
Presentation technology for speakers and sessions
When a conference includes several speakers or presentations, it is important to determine in advance which technical facilities are required. This may include video and audio for a central presentation as well as equipment for rooms used for individual breakout sessions.
If your conference requires more extensive audiovisual equipment, this can be discussed in advance. Additional technology can be arranged externally in consultation where necessary. By providing your technical requirements beforehand, the rooms can be prepared accordingly.
Time and space for breaks and networking
A conference is about more than the content of the programme. Between presentations and sessions, attendees need time to have a drink, speak with other participants or prepare for the next part of the programme.
Including these moments deliberately in the schedule creates more breathing room throughout the day. A coffee break, lunch or drinks reception can also serve as a networking opportunity while rooms are prepared for the next session.
For a conference lasting several hours or a full day, these moments can therefore be just as important to the schedule as the presentations themselves.
Catering throughout your conference
Food and drinks can be part of the programme throughout the conference day. The food and drink options can be tailored to the number of attendees, the duration of the conference and the scheduled breaks.
When creating the schedule, the time attendees need for each food or drink moment can be taken into account. This allows the catering and conference programme to flow naturally into one another without the group having to travel to another location during the day.
Conference venue in the heart of North Brabant
When attendees travel to a conference from different locations, accessibility and parking are important considerations. KOMAEN is located on Spoordonkseweg in Oirschot and is easily accessible from cities including Eindhoven, Tilburg and 's-Hertogenbosch.
This is particularly convenient when attendees are travelling from different locations. Those arriving separately by car can park directly at the conference venue, so there is no need for a separate parking location or transport between the car park and the venue.
Organise your conference at KOMAEN
When making an enquiry, it is useful to provide not only the expected number of attendees and preferred date, but also an outline of the programme. Consider the plenary programme, number of breakout sessions, preferred room layouts, technical requirements and catering moments.
Based on this information, we can determine which rooms and layout suit your conference. Would you like to discuss the possibilities first? Call us on 0499 - 57 36 71.
Frequently asked questions about our conference venue
What types of conferences can be organised at KOMAEN?
The possibilities depend on the number of attendees and the desired programme format. A conference can, for example, consist of one plenary programme or combine a shared programme with separate breakout sessions for smaller groups.
Can we use multiple rooms during a conference?
Yes. Depending on the group size and programme, several rooms can be used. This makes it possible to combine a plenary session with smaller breakout sessions during the same conference day.
Which room layouts are available?
Depending on the selected room, layouts can include theatre, carré, U-shape, cabaret, boardroom and classroom setups. The layout can be matched to the number of attendees and the programme taking place in each room.
What technology is available for presentations?
Facilities include LCD screens, wireless microphones and Wi-Fi. If more extensive audiovisual equipment is required, additional technical requirements can be discussed in advance.
Can catering be included in the conference?
Yes. The programme can include coffee and tea, refreshments during breaks, lunch, drinks, a buffet or dinner. Catering can be coordinated with the conference schedule.
Is there space for networking drinks after the conference?
Yes. Drinks or another shared food and drink moment can be scheduled after the main programme, allowing the conference to conclude at the same venue.
Is free parking available for conference attendees?
Yes. Ample free parking is available at KOMAEN in Oirschot. Charging points for electric cars are also available.
What information do you need for a conference enquiry?
Please provide your preferred date, expected number of attendees and an outline of the programme. You can also include any requirements for breakout sessions, room layouts, presentation technology and catering.
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