Technical Check List for planning a business conference

February 14th, 2010 | admin | forex educational

Organising a conference can be a huge task and can be that bit more complicated when IT is involved. Tasks to consider can be from making sure internet access is readily available to making sure to use databases externally. This is a small check list which you may want to consider if you are organising a business conference.

Talking to your Technical Staff

Establish what it is you want to achieve from use of technology at your event and know what software and hardware is needed.

Onsite Technical Support

You will require onsite technical support just in case for fixing any problems such as networking issues, installs, file formats, help with printing, possible projector problems, etc. The support staff will need local administrator/root accounts for all machines and operating system discs, service packs, software and printer drivers. An extra printer and spare network cables might come in handy too.

Checks with the Venue

Many conferencing venues are readily be equipped however do get in touch to check that your computing equipment isn’t going to conflict with other equipment at the venue. Also plan any time that might be needed to set up the equipment test that it is working!

Computers, Laptops and Internet Access

Will attendees be bringing and using their own laptops or do you have to make provision? If you need for more workstations depending on the nature of the conference you might have to do a quick check for any restrictions on the Internet including finding out if there are any external websites that are restricted.

Printers

Consider if you could use a printer and find out the printer model. Do you have the correct printer drivers loaded on your own workstation? Do you need any other printer cables? What about IP addresses, are they fixed do they need loading onto workstations?

Projectors?

Decide if you are going to project from the disc or laptop and that the projector works properlyfrom your laptop. Make sure you have the correct cables. Do you require~Is there a need for} a portable projector trolley? Is there a back up projector available just in case?

Plasma Screens

As with all computer peripherals ensure all the required drivers and any software is installed so your presentation can be viewed. Is there a need for a Plasma Stand? Is there the necessary cables?

Sound System

Depending on the number of attendees and the size of the venue you might require some help to be heard. As a delegate at many business events it is not good when you are sitting at the back not catching every word. Even the most experienced of speakers sometimes forget for a second and drop in volume causing you to miss an important nugget of info. A sound system and mic helps but remember to do a test run – piercing whistles can leave ringing in your audiences ears!