Assessing The Sound

Consider whether microphones will be required in the room and whether there is a sound system already in place.

Looking At The Lighting

The quality of lighting can have a dramatic effect on the event. Ambient lighting is usually favoured, with a spotlight on the speaker. Consider the following:

• When the lights go down to darken the room, is your speaker going to disappear too? Will he/she be able to see his/her notes? If not, a lectern light will be needed.

 

• Will the audience be able to see to take notes or refer to other literature?

 

• Where is the control point for the lights situated? In some very modern facilities the control panel is built into the speaker’s lectern so they can control the lighting as they see fit; however, by far the most common is a panel at the back of the room.

 

If you are going to use audio visual equipment you may need to darken the room to a suitable degree. Most modern facilities are able to accommodate blackout, however, some older buildings, such as assembly and state rooms, may have high ornate windows with no blinds or shutters.

The Staging

You may wish to have your speakers seated on a staged area, especially if you are expecting a large audience.

• Does the venue have its own staging, either permanently fixed or in movable blocks?
• Is there an extra charge for this or is it included in the cost?

Toilets And Cloakroom Facilities

No one likes queuing for toilets, especially if they only have 15 minutes in which to get a coffee, stretch their legs and dash to the loo! Adequate bathroom facilities are essential, not only for delegate comfort but to ensure that you will physically be able to keep to your scheduled programme. Queues will be inevitable, but keep them within reason.

• Are there adequate disabled facilities?

 

Particularly in the winter months you may find that delegates wish to leave overcoats and, maybe, overnight bags, etc.

• Is a secure cloakroom facility available, and if so it is it staffed and is there a charge for this service?
• It may be that a coat rack will be sufficient placed behind the registration desk; is one available for this?

 

Fire Escapes

Do not take anyone else’s word for it, check yourself to see that the fire escapes are clear of clutter and that they do conform to safety requirements.

Storage Facilities

Is there safe and secure storage space for your own and exhibitors’ boxes, etc?

The Exhibition Space

If you are running an exhibition alongside your conference, or even just displaying information on behalf of the sponsors, ensure that adequate space is available, ideally in the area that will be used for refreshments and not far away from the main conference room. You need to ensure there is room for the actual stands, space for delegates to wander around freely and safely and to establish any Health and Safety regulations which may be enforced by the venue/local authority:

• Are there plenty of electricity sockets?

 

• Will the exhibitors need a telephone socket? Can this be billed individually by the venue?

 

• If displaying posters, will suitable display boards be available and what kind of attachment will you need to provide to secure the posters or other graphics to them?

 

• Are there chairs, tables and table covers available for exhibitors’ use?

 

Identifying Obstructions

Have a good look around the potential conference room and see if there are any obstructions that may create problems if not addressed. The most common are pillars situated in unfortunate places that are sure to block the delegates’ view, and low-hung chandeliers that look beautiful but may get in the way of the projection equipment. The problems can usually be resolved, or at least worked around.