So, you have finalized your conference’s subject and theme. You have put together all the plans about who will do what. And now you’re wondering which on-site facilities you need to conduct your conference successfully.
Well, we have got you covered. This article talks about the top 7 conference facilities that you must have to make your conference a success.
Let’s dive in.
1. An auditorium
First and foremost, you need a physical space to conduct your conference. If it’s a small conference, a meeting room or hall would work. But if it’s a large one, you need an auditorium.
Find an auditorium that fits perfectly well with your space needs. There are numerous auditoriums available in different sizes; choose the one that fits your requirements.
If you’re conducting a conference with external stakeholders, you might also be planning to market and showcase your products/services at the end of the conference. For that, you need an exhibition space.
If you have booked a good auditorium, it should already have an exhibition space, but if it doesn’t, you have to arrange it yourself.
Where you’re conducting a 4-hour conference or a 4-day one, you need to arrange catering for your attendees. However, the items included in the catering will vary according to the size of your conference.
For instance, if your conference is in the evening, you may need to arrange tea. After the evening passes, you will also need to arrange dinner for them.
Many auditoriums have a built-in sound system installed — but others don’t. In such cases, you will need to hire an external audio company to come and set up your conference’s sound system.
Make sure you’re only relying on a reputed company that has a solid history. That’s because audio is one of the key components of a successful conference. You have to get it right — there’s no workaround.
Your conference room or auditorium should be well-lit so that the attendees can check out your offerings in full glory.
Yes, you will need to turn off the lights while you’re projecting a presentation on the screen. But when you’re done with that, you need to have a well-illuminated environment that complements what you’re doing at the venue.
If you have invited people from different cultural or native backgrounds, you need to conduct the contents of your conference in multiple languages. Even though the majority of people understand English, they’re not that confident in it when they are from somewhere where English isn’t spoken widely.
To deal with this issue, you have to hire a translator who could translate the contents of your conference in real-time. You can do that by hiring a translation services company that will provide you with the needed human translator. The process is called simultaneous translation; the translator will conduct the contents at the same time as they’re being conducted in English.
Talking about translation, you will also need translators’ equipment to help your translator with the service they provide. Many simultaneous translators bring their own equipment with them; check with them beforehand to see if that’s the case. If your translator is bringing their own equipment, it’s all well and good. But if they’re not, you must arrange some necessary translation equipment for them beforehand. In any case, you will probably need to ensure that there is enough space for an interpreting booth which is essential for most conferences.
Virtual meeting tools are the perfect solution for any business that needs to stay connected with its team members and clients. However, to make a conference meeting successful you need to have some tools in your disposition. For example, if you need to send large files you must use the right tools that are compatible with your system and do not have restricted file types. Or you should choose a video remote interpretation platform that will ensure a smooth workflow.
Conferences are a common way of conducting information to potential stakeholders, communicating important pieces of knowledge with your employees, or marketing your products or services on a large scale.
However, you need certain prerequisites to conduct your conferences in the best way possible. This article talks about the top 7 facilities you need for an ideal conference organization.
Pay attention to these facilities the next time you conduct a conference, and see how everything just works out smoothly for you.