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Elsewhere in this issue is a comprehensive report on
our company's management of the World Congress on Information
Technology, held recently in Adelaide.
This was one of the more exacting meetings we will
manage this year in that the technical requirements
were significantly beyond the normal for a meeting of
this size - some 2,000 delegates.
In the case of WCIT2002 we had use of the Adelaide
Convention Centre, which was purpose built for large
conferences and whose design takes into account a multiplicity
staging scenarios.
The situation changes significantly when one is selecting
an hotel or function centre for a conference or special
event such as an awards night.
While the hotel sales kits may be full of glossy brochures
showing room layouts and estimates of capacities, it
really is essential to see for oneself what the venue
offers. If this is impossible, speak to the organiser
who has held a similar type of event in the same venue.
Venue Suitability:
Does the venue have the capacity to meet all space requirements
simultaneously for the event - meeting room, space for
catering, pre-function drinks area, secretariat space,
speaker ready room, storage facilities and parking for
participants? Is there sufficient soundproofing between
the various rooms. What other events are on at the same
time?
Technical Competency:
Can the room be blacked out; is there adequate public
address and audio visual equipment; what about the sight
lines from every part of the room and what is required
in terms of staging equipment. The increased use of
Internet based presentations and demands for email facilities
from delegates means the venue had better have online
access.
Human Resources:
Is there one point of contact within the venue for all
your requirements throughout the life of the project?
Is there backup provision in the event of this person's
unavailability?
Contingencies:
If a function is to be staged out of doors, what wet
weather alternative is available?
Are the Facilities up to Scratch?
Artful use of lighting can cover a multitude of sins
and many a busy venue can look shabby in the hard light
of day. Ensure you see it in the same lighting conditions
that will pertain on the day. If unhappy, get it painted
or have whatever needs to be done to ensure the venue
at first glance looks smart and professional.
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