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Event organizers should not focus totally on the event itself forgetting the conference facility’s e
Event organizers should not focus totally on the event itself forgetting the conference facility’s e
Event organizers should not focus totally on the event itself forgetting the conference facility’s equipment used. This includes audio and visual equipments such as computer, projector and screen.
USA,
CA,
United States of America
(prbd.net)
05/07/2011
July 5, 2011 – Conference or event organizers focus not just the overall program or flow of the entire conference but also consider the facility limitations as well as its logistical issues. Usually, problems with space, guest room, parking limitations, catering issues are the most common problem an event organizer is facing. But then such irregularities can be promptly avoided if such problems must be address before the event. Planning ahead for potential conference facility can contribute to the success of a conference.
Registration Glitches
Last minute delegates registrations and cancellations would mean an extra or lack of name badges. That is why it is very crucial to organizers to have a final head count of the delegates. Server crashes is another common problem too. The conference facility must have a back –up system just in case an emergency blackout occurs will prevent the problem from worsening.
Hotel Guest Rooms and Parking Shortage
Most of last minute registrations pose problems as this can be a possibility that there are no enough hotel rooms for guests. This is particularly true for conventions that last two to three days where guest’s rooms are needed for the delegate’s night stay. Worse is what if there is no hotel nearby the chosen conference facility? For out of town conventions, a conference facility situated near with other neighboring hotels is a big advantage or the conference facility itself has hotel accommodations.
Facility’s Equipment
Event organizers should not focus totally on the event itself forgetting the conference facility’s equipment used. This includes audio and visual equipments such as computer, projector and screen. Does the audio system clear and loud? Do all delegates even those who are seated farthest from the speaker will still see and hear clearly what is in the projector? Internet connection speed should also be considered as there are instances where a live video conference is part of the conference program.
Space Limitations
Using the same conference facility once the company organized a conference has its disadvantage. Participants in terms of numbers grow but the space of the facility remains the same. Choose a conference facility that will accommodate the growing number of delegates. Though using the same venues each year can save time and energy of the event organizer as one need not to learn the facility’s logistical constraints, still the conference facility have to change as the organization grows.
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