Conference & Seminar Tips: On-Site Management, Meeting room set Up and Audio Visual Set Up

Meeting Room & AV Set Up

You should have already decided how each meeting room is to be set up according to requirements for the meeting. This was outlined in a previous tip – Liaison with the Venue and Conference Room Set Up. Meeting rooms can be set up as theatre, cabaret or classroom for a presentation, hollow square or U shape for discussions, or boardroom for committees or small discussion meetings.

Important things to consider on-site:

  • Allocate staff to look after specific meeting rooms, do a walk-around with staff before the event begins so that they know where rooms are situated. Ensure that they have been given access keys if the rooms are lockable.
  • Whilst doing the walk-around decide on what signage is required to inform the delegates both of the name of the room and the name of the meeting or session. Consider directional signage if delegates have to move around between sessions.
  • Be aware of which entrance or exit for the room is to be used by the delegates. This is important both for traffic flow and so that any latecomers will not disrupt the meeting or the speaker’s flow. The entrance and exit is normally at the back of the room away from the top table or screen.
  • You will already have decided if name badge checks or barcode reading will need to be done at the entrance to the meeting room.
  • Allocate staff to check room set up before each day starts. They should check that the layout is correct and that water, pens, paper, name cards etc. are laid out according to the running order. AV should be in place and working.
  • With each meeting room know the following:

o   Access times

o   Sessions times

o   Times of coffee and lunch breaks, when room can be cleared and replenished by venue staff

o   Room set up

o   AV requirements

o   Who is responsible for the room and their contact number

  • During set up be aware of any health and safety hazard. Ensure there are no cables that delegates could trip over and that fire exits are kept clear of obstruction.
  • Whoever is responsible for the room should know how all equipment works, i.e. air conditioning, heating control, light phasing, how to darken the rooms with blinds.
  • Make sure that the venue has followed the written set up instructions like number of chairs to a table as requested, speaker table at front of room, extra tables for brochures or handouts. Ensure that flipcharts, pens, and white boards are where they should be.
  • The person responsible for the room should already have gone through the AV requirements, either with the venue if they are supplying it or with the privately hired supplier. They should make sure all the required equipment is present and have extra supplies of consumables like batteries to hand in case they are needed.
  • Check the visibility of the stage and speaker or podium as viewed from various seats. Some rooms may require LCD screens positioned around the room so that everyone can see the presentation and speaker. Other rooms may have pillars or be an awkward shape – make sure all delegates can get a good view of what is going on.
  • It is essential to have IT or AV technicians in the room or on-site depending how complicated the technical and AV set up is.
  • The AV production company will have already have done a site visit and will have quoted for the equipment they believe is required for your conference or meeting. Considerations will include size and height of stage, how many screens and their size for the room area, the number of speaker positions, top table and podium requirements, and whether additional lighting is required. Remember if using lapel microphones that you may need to have extra available if there is more than one speaker for a session.
  • If you are using a production company for a larger meeting the producer and caller should already be aware of the programme and have all the timings set and equipment required to ensure the meeting runs smoothly.

Good communication, and keeping everyone who needs to know informed of what is happening, is paramount.

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