IT Check List for planning a business conference

Organising a conference can be a huge task and is that bit more complicated when IT is to be used. Tasks to remember can include ensuring access to the internet is available to making sure to use databases externally. Here is a small check list that you may need to think about if you are planning a business event.

Talking to your Technical Staff

You should establish what it is you want to achieve from IT use at your event and find out which hardware and software is required.

IT Support Onsite

You will need IT support onsite for fixing any problems such as networking issues, installations, applications, printer support, any projector issues, etc. Your IT staff will need local administrator or local root accounts for any workstations as well as discs for operating systems, service packs, printer/software drivers. An extra printer and spare network cables may also come in handy too.

Checks with the Host Venue

Many business event venues will already be prepared however do check that your IT equipment will not conflict with any other IT equipment at the venue. Also plan any time needed to set up the technology test that it is working!

Computers, Laptops and Internet Access

Will conference attendees bring and use their own laptops or do you have to provide extra laptops? If you need for additional workstations depending on the nature of the event you may need to do a quick check for any restrictions on the Internet such as checking if there are any external resources that are blocked.

Printers

Consider whether you could use a printer and know what model that printer is. Are the correct drivers installed on your laptop? Do you have enough printer cables? Are the IP addresses fixed and do they need loading onto workstations?

Do you Need a Projector?

Choose whether you are projecting from the disc or laptop and make sure the projector works properlyfrom your laptop. Make sure you have the correct leads. Is there a requirement for~Is there a need for} a portable trolley for the projector? Do you have a back up projector just in case?

Projector Screens

As with all computer peripherals make sure that all drivers required and any software is installed to enable your presentation to make it to the output device. Do you need a Plasma Stand? Do you have the right cables?

Sound System

Depending on the number of attendees and the venue size you may require some help to be heard. As a delegate at many business events it is no fun when you are sitting at the back straining to hear. Even the most experienced of speakers sometimes forget for a moment and drop in volume meaning you can not hear an important nugget of info. A microphone and sound system helps but do do a test run - high pitched whistles can leave ringing in your audiences ears!

If the IT fails

Make sure you have a good supply of paper, pens, a flipboard and markers.

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