Keep your attendees connected
A decent data connection will be the lifeblood of many delegates attending your conference, keeping them connected is of the utmost importance. Leaving WiFi to the venue is playing with fire – make sure well in advance that you have found a reliable way of keeping online. It’s also important to make sure there are enough power sockets available for people to keep their devices charged.
Don’t leave presentations until the last minute
The spelling may well have been checked, the slides are in order and the effects have (hopefully) been kept to a minimum, but the presentation still isn’t finished. Comparability issues between your presentation and the show laptop can usually be fixed, but not if the problem is found 5 minutes before you’re due to speak. Get the presentations to the techs as soon as possible and provide any video files that you have used too. The techs are there to solve these problems – make use of them!
Have a Plan B
We all hope it will never happen, but after months of preparation you should leave nothing to chance. What will you do if the keynote speaker suddenly can’t make it? Or if the projector blows 5 minutes beforehand? It’s always better prepare too much than too little. Remember to always be honest to the delegates if there has to be a change of plan – never lie. The main reason many people go to company conferences is for the networking – having a plan B that gets people talking will mean that everyone will have a great time even if the speaker is trapped in a blizzard.
Leave time for the unexpected
We’ve all been there. The previous conference in the room you’ve booked has overrun, the keynote speaker is ignoring the stage clock, and lunch is still nowhere to be seen. No matter how thoroughly you plan, you can’t ever guarantee that you’ll keep time. The biggest mistake made at this point is organisers sacrifice the breaks. This is a bad move. Networking is important at these events, as is keeping you guests happy and refreshed. Ensuring there are plenty of breaks is always a good move.
Use the AV Techs
If you have any technology query, take it to the AV techs – that’s what they are there for. Make sure all the speakers know where to find them and that the techs have explained the microphones and presentation clicker properly. Never just assume that a speakers will know how to work the technology.