How to plan your event

Preparing the bid document

Whether your organisation has a worldwide or national membership, it is likely that you will need to prepare a bid document to support your case for bringing the event to York. This document should present the benefits of York as a conference destination, and include a background on the city and its affiliations, venue options, travel details, leisure options, and be supported by relevant photographs that show the city at its very best. The Conference team at Visit York can support you in the preparation of this vital documentation.

Plan your conference

With the right support and a clear idea of your desired outcome, conferences can be a tremendously rewarding experience for all. The best conferences are a result of sound planning and good resource management. Click here for our conference planning guide and budget sheet.

Destination Information

Enjoying the benefits of excellent rail and road networks and being perfectly centrally located in the United Kingdom, York is one of the most easily accessible conference destinations. 

Delegate Accommodation Booking Service

We can support your conference with a free centralised online accommodation booking service. This service allows us to secure bedrooms, negotiate the best rates on your behalf and provide a wide range of accommodation to suit all budgets.

Once logged in delegates will be able to see your logo and details of the event, along with instructions on how to book their rooms and payment details. This allows delegates to make group or individual bookings prior to the event taking place, and helps organisers to have an overview of how the registration process is proceeding though room allocation reports.