Creating a Great Delegate Experience at Your Academic Conference in Exeter

Delivering a smooth and successful academic conference is one thing - but creating an experience your delegates will truly value takes it to the next level. From arrival to networking, every interaction can leave a lasting impression.

Here’s how to design a memorable and meaningful delegate experience when hosting your conference at the University of Exeter.

Make Arrival Seamless and Welcoming

The first few moments set the tone. A smooth arrival and registration process helps your delegates feel confident, cared for, and ready to engage.

• Clear signage to registration desks
• Friendly staff to greet and guide delegates
• Welcome packs with venue maps, the agenda, Wi-Fi access, and local tips

A simple touch like a branded reusable water bottle or notebook can also go a long way.

Support Navigation Across Campus

The University’s Streatham Campus is scenic and spacious - but for first-time visitors, it’s important to provide clarity:

• Wayfinding signage and printed maps
• A mobile-friendly event guide or app
• Accessibility planning for step-free access and quiet breakout spaces

For more tips on selecting the right venue for your event, read our previous blog on Planning an Academic Conference in Exeter.

Fuel Your Delegates with Thoughtful Catering

Great food does more than satisfy hunger - it helps keep your delegates engaged, energised, and talking about your event for all the right reasons.

At Event Exeter, we take pride in offering high-quality, sustainably sourced catering options. Our Event Services team can work with you to tailor menus that suit the style and format of your academic conference - whether you're planning a working lunch, a hot fork buffet, or a formal banquet.

We offer:

• Locally sourced, seasonal produce options from Devon and the South West
• Ethical and sustainable menus, including options with reduced food miles and eco-friendly packaging
• Full dietary coverage, with vegetarian, vegan, gluten-free, and allergen-aware options prepared with care
• Flexible formats, from coffee breaks and canapés to multi-course gala dinners

To find out more about our approach to sustainability and catering, visit our page on Food and Drink.

Create Space for Connection and Conversation

Your academic content may be the reason people attend, but the chance to connect and network is just as important. Build in moments for informal interaction such as:

• Welcome receptions at Reed Hall or The Forum
• Soft seating zones near lecture rooms for casual chats
• Optional evening socials - from city centre pub meetups to guided walks along Exeter Quay

Showcase the Best of Exeter

Exeter is a city full of character. Make the most of your delegates’ time here by highlighting what’s on offer beyond the conference sessions:

• Include walking tours, local history talks, or trips to the RAMM.
• Share our blog on 7 Interesting Places to Visit Near Exeter in your pre-event comms
• Offer dining recommendations, or link to our roundup of fantastic restaurants on Exeter Quay

Gather Feedback and Keep Improving

Capture delegate feedback while it’s fresh. Whether it’s via QR code surveys, live polls, or a short form sent post-event, it’s a key part of understanding what worked well and where there’s room to grow.

But it’s not just about improvement - it’s also about engagement. Well-designed feedback tools and post-event communications reinforce your event’s identity. When your collateral - from signage to handouts and feedback forms - is thoughtfully branded and consistently presented, it builds familiarity and professionalism that delegates remember.

Collecting feedback is also a valuable opportunity to keep the conversation going. By asking delegates for their thoughts and following up with results or future event invites, you’re keeping them connected to your academic community - and increasing the chances they’ll return for your next conference.

Feedback helps you:

• Understand what delegates valued most
• Identify areas for improvement
• Reinforce your event brand through professional, well-designed materials
• Encourage delegates to return or recommend future events

Continue the Conversation

A well-designed delegate experience not only supports your current event - it encourages delegates to return and recommend your conference to others.

For ideas on how to spread the word and maximise attendance, check out our follow-up blog: Promoting Your Academic Conference: Tips to Maximise Attendance and Impact 

Let’s Make Your Event Exceptional

We’d love to help you shape every part of your event - from venue to delegate experience.

Get in touch with our team to start planning your academic conference in Exeter.