Venue Selection
- Any suitable venue can be used if it can safely and comfortably host at least 120 people.
- Make sure the venue has reliable Wi-Fi, power, appropriate AV equipment, and enough space for registration, sessions, workshops, and networking.
- If you run sessions and workshops at the same time, provide suitable separate spaces for both tracks.
Logistics Checklist
- AV setup: Projector, microphones, HDMI cables, adapters.
- Registration desk: Laptop, name badges, attendee list.
- Catering: Coffee/tea, lunch, or snacks.
- Accessibility: Ramps, clear signage, quiet spaces.
- Safety: First aid and emergency exits clearly marked.
Event Day Timeline (Example)
| Time | Activity |
|---|---|
| 08:00 | Setup & volunteer briefing |
| 09:30 | Registration opens |
| 10:00 | Welcome and opening |
| 10:15 | Track sessions start |
| 11:15 | Coffee break |
| 13:00 | Lunch break |
| 14:00 | Workshops begin |
| 17:00 | Closing remarks & networking |
Onsite Management
- Registration desk ready 30 minutes before start, with Wi-Fi information visibly displayed.
- AV check before each session, a photographer assigned for coverage, and a volunteer present in each room.
- Keep backup cables, clickers, and microphones, and contact numbers for venue and AV teams. Handle issues with a calm, solution-first tone.