Hosting a work conference is always a challenge. It’s important to make sure that the event runs smoothly, and that means having all the necessary resources you need. Whether you’re hosting a webinar or an in-person gathering, there are five must-haves that will make your next work conference successful.
Your venue space should suit the size of your event. Make sure it has adequate seating, equipment, and other amenities you may need like Wi-Fi access or a projector. When considering venues think about the location, too—will attendees be able to get there easily? Additionally, if it’s an in-person event, ensure the space adheres to any relevant health guidelines.
Audio Visual Equipment
Having audio visual equipment is essential for any type of conference. If you are hosting a webinar, then good quality audio-visual technology will ensure that everyone can hear and see clearly throughout the event. This includes microphones, speakers, cameras, screens/projectors, and any other sound equipment you may need depending on your specific setup.
Breakout Rooms/Networking Areas
Breakout rooms are great for networking sessions or team-building activities during conferences. You can use these rooms to facilitate discussions between small groups or allow attendees to break away and talk amongst themselves in an informal setting outside of the main event area. If this isn’t possible due to restrictions on gatherings then consider creating virtual breakout areas using video conferencing software instead.
A Professional Moderator/Host
A professional moderator or host is key to keeping your conference running smoothly and efficiently throughout its duration. A moderator will ensure everyone stays on topic and manages timekeeping so that no one gets left behind as topics shift from one speaker to another. They also have the responsibility of introducing each speaker at their allotted time slot and ensuring everything goes off without a hitch!
Finally, you’ll need some sort of registration software platform or app to manage registrations for your conference prior to its start date. This allows attendees to sign up quickly and easily without having to wait in long lines at check-in desks when they arrive onsite (or when they log in online if it’s a virtual event). It also allows organizers to track who has registered and follow up with those who haven’t done so yet before the day of the event arrives – making things much easier for all involved!
Hosting a successful work conference requires careful planning—and having all five of these must-haves listed above can help ensure that your next gathering runs smoothly from beginning to end! From finding an appropriate venue space with adequate seating arrangements and audio-visual equipment to registering guests with registration software platforms – these five essentials will set you up for success when hosting your next work conference!
Lizzie Weakley is a freelance writer from Columbus, Ohio. In her free time, she enjoys the outdoors and walks in the park with her husky, Snowball.