Once everything is in place for the seminar, workshop, conference or other function and all the finishing touches have been applied to the primary venue room, make a point of testing the delegate experience. Run a presentation or a video around the display screen and try out chairs in all corners of the room to check for screen and text visibility. Check the sound levels at the farthest position from the stage and keep in mind to make up for the deadening factor of the crowd. You'll likewise wish to find locations that you feel may be problematic once the crowd has arrived to ensure that you can rapidly make adjustments.
While you sit in various seats, pay attention to the total feel of staying there.
* Is it pleasant? * Are there draughts from entrance doors or air-conditioning systems? * Can you smell cooking from the kitchens? * Does the area look clean up and neat from this angle? * Are there distractions like activity outside a window that the presenters can't see however the audience can? * Does the view from the seat reflect the value of the ticket?
While you sit in various seats, pay attention to the total feel of staying there.
* Is it pleasant? * Are there draughts from entrance doors or air-conditioning systems? * Can you smell cooking from the kitchens? * Does the area look clean up and neat from this angle? * Are there distractions like activity outside a window that the presenters can't see however the audience can? * Does the view from the seat reflect the value of the ticket?
Keep in mind that, for longer events, this seat might be home-for-a-day to your delegate and they'll appreciate small touches like easily reachable water bottles and bowls of mints.
The arrival ritual
As on any other public event, people have particular expectations once they arrive at an event. It is a kind of ritual that must be undertaken to gain entry to the magic kingdom of information.
If a delegate has been invited or has been pre-registered, they should have the ability to arrive 20 minutes or even more before the start time and find a table outside the event rooms covered in name badges neatly arranged in alphabetical order. This table will be managed by a smiling administrator ready to acknowledge them quickly, to welcome them and to provide them with their name badge and any supplementary info they'll need. The additional info is usually contained in a professionally prepared folder.
The manager will direct them from the reception table to a coffee area and can also provide them with information about the location of toilets, telephones and smoking areas.
Many will have come alone and may not be familiar with other delegates. To ease any awkwardness, some quiet background music will disguise uncomfortable silences. The event team, particularly the presenters are expected to mix with the visitors and, as well as making small-talk and introducing one delegate to another, they should be continuing their info gathering task to make sure that the event resonates with relevance.
At the promoted start time a robust voice should invite the assembled delegates to get in the inner
The arrival ritual
As on any other public event, people have particular expectations once they arrive at an event. It is a kind of ritual that must be undertaken to gain entry to the magic kingdom of information.
If a delegate has been invited or has been pre-registered, they should have the ability to arrive 20 minutes or even more before the start time and find a table outside the event rooms covered in name badges neatly arranged in alphabetical order. This table will be managed by a smiling administrator ready to acknowledge them quickly, to welcome them and to provide them with their name badge and any supplementary info they'll need. The additional info is usually contained in a professionally prepared folder.
The manager will direct them from the reception table to a coffee area and can also provide them with information about the location of toilets, telephones and smoking areas.
Many will have come alone and may not be familiar with other delegates. To ease any awkwardness, some quiet background music will disguise uncomfortable silences. The event team, particularly the presenters are expected to mix with the visitors and, as well as making small-talk and introducing one delegate to another, they should be continuing their info gathering task to make sure that the event resonates with relevance.
At the promoted start time a robust voice should invite the assembled delegates to get in the inner
If a delegate has been invited or has been pre-registered, they should have the ability to arrive 20 minutes or even more before the start time and find a table outside the event rooms covered in name badges neatly arranged in alphabetical order. This table will be managed by a smiling administrator ready to acknowledge them quickly, to welcome them and to provide them with their name badge and any supplementary info they'll need. The additional info is usually contained in a professionally prepared folder.
The manager will direct them from the reception table to a coffee area and can also provide them with information about the location of toilets, telephones and smoking areas.
Many will have come alone and may not be familiar with other delegates. To ease any awkwardness, some quiet background music will disguise uncomfortable silences. The event team, particularly the presenters are expected to mix with the visitors and, as well as making small-talk and introducing one delegate to another, they should be continuing their info gathering task to make sure that the event resonates with relevance.
At the promoted start time a robust voice should invite the assembled delegates to get in the inner sanctum of the main event room. Upon which note there will be a surge of activity as delegates find their seats.
This method is obviously tried and tested and it's what people anticipate but if you want to experiment with different methods, this is your chance to stamp originality on your event.
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The manager will direct them from the reception table to a coffee area and can also provide them with information about the location of toilets, telephones and smoking areas.
Many will have come alone and may not be familiar with other delegates. To ease any awkwardness, some quiet background music will disguise uncomfortable silences. The event team, particularly the presenters are expected to mix with the visitors and, as well as making small-talk and introducing one delegate to another, they should be continuing their info gathering task to make sure that the event resonates with relevance.
At the promoted start time a robust voice should invite the assembled delegates to get in the inner sanctum of the main event room. Upon which note there will be a surge of activity as delegates find their seats.
This method is obviously tried and tested and it's what people anticipate but if you want to experiment with different methods, this is your chance to stamp originality on your event.
About the Author:
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