IT Check List for organising a business conference

Planning a business event can be a very big task and is that bit more complicated when IT is to be used. Things to remember can be from ensuring access to the internet is available to making sure to access databases externally. This is a small list of actions which you might need to consider if you are organising a business conference.

Communicating to your IT Department

Establish what it is you need to get from IT use at your event and know what hardware and software is required.

IT Support Onsite

You will need onsite technical support for troubleshooting such as network issues, installations, applications, help with printing, any projector problems, etc. Your IT staff will need local administrator or local root accounts for any workstations and discs for operating systems, service packs, drivers. An extra printer and spare network cables might be a good idea.

Confirmations with the Venue

Most business event venues are readily be prepared however do check that computing equipment will not conflict with other equipment at the venue. Also plan any time that might be needed to set up the technology and carry out tests!

Internet Access, Laptops & Computers

Will conference attendees be bringing and using their own netbooks or will you have to provide extra laptops? If there is a need for more workstations depending on the topic of the event you might have to check out any Internet access restrictions such as finding out if there are any external resources that are restricted.

Printing

Consider whether you could use a printer and find out the printer model. Are the correct printer drivers loaded on your own laptop? Do you have the right cables for the printer? Are the IP addresses fixed and do they need loading onto laptops?

Projectors?

Choose whether you are going to project from the disc or laptop and make sure the projector works okfrom your laptop. Make sure you have the correct cables. Is there a need for~Is there a need for} a portable projector trolley? Is there a back up projector?

LCD Screens

As with all computer peripherals ensure all the required drivers and any software is installed so your presentation can be viewed. Is there a requirement for a Plasma Stand? Do you have the right cables for your projector?

Sound System

Depending on the number of attendees and the room size you might need some help to be heard. Speaking from experience as a delegate it is not good when you are sat on the back row not catching every word. Even the most experienced of speakers sometimes forget for a second and lower the volume meaning you can not hear an important piece of information. A microphone and sound system helps but do test it – high pitched whistles can leave ringing in your audiences ears!

In case technology fails

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