Evaluate Technology When Choosing a Conference Location
Planning a conference is a big undertaking. You need to consider the location, accommodations, transportation, dining, and cultural attractions. However, the conference venue’s technical capabilities must be top-notch for a successful event. In today’s digital age, conference technology can significantly impact both in-person and remote attendees’ experience of the event. Evaluate technology when choosing a conference location and consider the following needs for both conference staff and attendees.
Easy Access to Fast and Secure Wi-Fi Connections
A fast and secure Wi-Fi connection is non-negotiable for modern conferences. Attendees expect to stay connected, whether it’s for accessing conference materials, live streaming sessions, or staying in touch with their office. Ensure the venue can provide high-speed internet access that can support the number of devices expected to connect simultaneously. Security is also crucial to protect the privacy and data of your attendees.
Plentiful Charging Stations and Capacity for Hybrid Attendance
With the rise of hybrid events, the ability of a venue to accommodate both in-person and online participants is vital. This includes having the infrastructure to support live streaming, virtual breakout rooms, and online interaction platforms. Additionally, ensure there are ample charging stations throughout the venue so that attendees can keep their devices powered throughout the day. This small detail can greatly enhance the attendee experience.
LED Signage and Displays for Wayfinding, Scheduling, and Branding
Digital signage plays a multifunctional role in modern conferences. It can be essential for wayfinding, helping attendees navigate the venue easily. Digital displays are also ideal for providing real-time updates on scheduling or changes in session locations. Furthermore, these technologies offer excellent opportunities for branding and sponsor recognition, adding an extra layer of professionalism to your event. Make sure you have LED signage available both inside and outside the venue.
High Quality Audio-Visual Equipment
Audio-visual (AV) equipment quality can make or break presentations and speeches. Evaluate the venue’s AV capabilities, including microphones, speakers, projectors, and screens. Ensure they are of high quality and that the venue offers technical support to manage this equipment. This will help in delivering clear and impactful presentations, which are crucial for engaging attendees.
Knowledgeable Staff and Fast Technical Assistance
Even with the best planning, technical issues can arise. Having knowledgeable staff on hand who can provide fast technical assistance is essential. Before selecting a venue, inquire about the availability of technical support staff during your event. Their expertise can quickly resolve any issues, minimizing disruptions to your schedule.
When evaluating the technology available at a conference location, consider past conference experiences and attendee feedback. The right technology can enhance attendee engagement, facilitate seamless presentations, and ensure everyone, whether attending in person or virtually, has a positive experience.
