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Last minute to dos to ensure a successful Conference
For Association Conferences Organisers and Corporate Events Organisers …

20 easy tips

• Do final arrangement checks with venue contact who will be working the day of your conference
• Get name and mobile no or set up walkie-talkie system with your venue onsite contact
• Set up conference office – ensure front desk at hotel knows where it is and what your phone no is

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• Set up sponsors and exhibitors – take photos for future event sales
• Provide adequate signage (where permitted by the venue)
• Make arrangements for telephone lines, faxes and Internet access

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• Provision of photocopy machines and other necessary equipment
• Supply of flowers for registration, dinner tables and conference room
• Provision of table menus, table plans, and places cards
• Provision for luggage storage, cloak room, first aid facilities on site

Clarion Hotel Cork City Centre

And 10 more…..

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• Arrange rooms for audio-visual set up and speakers rehearsals
• Briefing of chairman and speakers. Collect presentations
• Conference reporting, hearing loops and other delegate aids

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• Handling question and answer session from the audience
• Briefing of staff and volunteers
• Provision of general information files on conference desk

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• Handling of delegate queries and messages through-out the event
• Provision of secretarial and administrative assistance
• If parking is free for attendees, ensure supply of paid for tickets
• Hand out evaluation forms and ensure method of collection is clear

The above are some handy guidelines provided by Event Organisers UK.

Conference room set up, Morisson Hotel Dublin City Centre