When putting together a room for a conference it is important to give a professional look and make the room functional for the environment and theme. If you have been tasked with setting up a room for a conference, you may think it is as easy as adding chairs, but this is not the case. From choosing the location to preparing agendas and session timetables, there is a lot to take into account when planning your conference. You want to make sure that the room exudes authority and professionalism, so it is important to take these important considerations into account when planning out all aspects of your conference.
Differing Topics and Sessions
If your conference will be encompassing different conversation topics and require separate areas for conversational groups, then you want to make sure there are clear indications of who is to sit and where to discuss which topic. There may be breakout sessions and different areas, and you can achieve a clear divide by using room dividers. These don’t have to be luxurious or costly, and you can find many options for room dividers from Portable Partitions in Australia and select the ones that suit your needs the most. These dividers give clear indications of who should be sitting where and allow for focus and concentration within groups. Organizing your room to make the best use of space can easily be done by setting up portable dividers.
Clear Labels and Guides
If your conference is spread out between different rooms and partitioned spaces, then clearly labeling the locations will allow attendees to find their way quickly and easily. Having a guide that you had out to attendees that shows when and where sessions will be taking place, and ensuring you label the locations correctly will make for easy transitioning between sessions. Avoid having different titles on the guides and rooms, and make sure everything is clear and concise for attendees to understand.
Beverage and Snack Station
Conferences are often full-day events, with many participants looking to attend multiple sessions and will be spending the whole day there. To avoid participants missing important lectures and conversation topics, you can set up a refreshment station. Make water, coffee, and tea available, as well as snacks such as bagels, muffins, and even a meat and cheese tray should you decide. Depending on the length of the conference, and the location, ensuring that the attendees will have access to some refreshments will make your conference more enjoyable and will leave attendees feeling hydrated and refreshed throughout the day. While you may not see the need for more than some bottles of water and a box of donuts, having a well-thought-out and set-up refreshment stand will go a long way in increasing the enjoyment of your attendees.
Electronics
Having a display is incredibly important, as you will be discussing topics that require visual aids and presentations. In order to present ideas in the best light, you want to make sure your electronic systems are present and functioning to avoid delays. From projectors to television displays, having your systems tried and tested before your conference will allow speakers to easily present their expertise and presentations without unnecessary delays and technological glitches. Making sure that all of your systems are up and running before the conference is a sure-fire way to ensure success when it comes to presentations.
Accessibility
Ensuring that you have the right location for your event is incredibly important. If you will be having a large number of attendees, pay attention to parking in the area, and make sure that you choose a venue that can handle your anticipated attendance. Making sure that the venue is accessible to all persons is also important. Don’t choose a venue that does not have wheelchair access or has only stairs. Your attendees will appreciate it and your conference will be much better received if you pay attention to the location and accessibility.
You can have a successful conference if you pay attention to the small details when setting up your conference location. Depending on the number of attendees and speakers you will need to plan and organize differently. A conference with 20 people will require different setups than a conference with 200 people, so pay attention to the audience, and the number of attendees, and make sure that you carefully plan and prepare before your conference date. With the right planning, and ensuring your setup covers all the basics, your conference will be well received and go off without a hitch. However, by using innovative event management platforms like EventMobi, you can speed up and simplify the whole planning process.