How to Setup a Conference Center for a Successful Event

Whether you're planning a large convention or a weekend retreat for a business, choosing the right conference center and setting it up properly beforehand is crucial for a successful experience. Not only will being well-prepared decrease any related stresses with the event, but it will reflect well on your professionalism, organizational skills, and dependability. People remember someone who is prepared and reliable, so picking a great venue and layout is crucial for your reputation as well as for creating future opportunities.

To get started, you'll need to gather as much information as possible about the event and create a list of "must-haves" that you will require of a conference center. This list should include the number of guests (with extras just in case), hours, schedule of functions with room for changes, and anything that will be provided to those in attendance such as meals, refreshments, or information. Once you have a basic understanding of these needs, you can then choose the proper sized venue that offers everything you will need and can start working on staff to fill the space.

Size of the conference center and an understandable layout are important to keep the event or meetings moving quickly without confusion. There's nothing more frustrating than sitting in the wrong meeting room for several minutes, unaware that the speech is taking place across the hallway. Set up a check-in table at the entrance and be sure it is staffed with more than one person so impatient guests don't wander away. Provide everyone with a clearly printed schedule and a map on the back so they won't get lost if the space is large. Keep this table staffed throughout the day so that people who are lost can ask questions.

More than enough tables, chairs, and refreshments should be on hand. It's always better to have extra than have an embarrassing moment. Additionally, people love snacks and providing them with plenty of options and enough of each will go a long way to keeping them focused and happy. Nobody wants to sit through a long day of lectures just to be handed a slice of cold cucumber or cheese on a toothpick for lunch. Keep them hydrated and fed and the event will be much more memorable and guests more positive.

Never wait until the last minute to test any technological equipment such as overhead projectors, lighting, or sound systems. Not only will you waste a speaker's or guests' time, but their attention will wane immediately once they see four staff members fiddling with cables. Check everything the night before and again the morning of. Anyone using the systems should be able to switch them on and off with ease.

Desk arrangement is another important feature that not enough organizers consider before setup. If there is a central speaker, the desks should be facing that direction. If notes will be taken or compared, desks should be easily accessed for writing and sharing information. These small details will make a big difference in the comfort and ease of any meetings.