Keeping Conference Participants Connected to the World
It seems like every day some global crisis or another takes over the front page news. While it seems remote to the conference you’re managing, think again–if anyone at your conference is connect to that news, she may leave rooms and receptions to find an internet station or other source of broadcast. If it affects a lot of your attendees, you may have anything from groups milling in and out of the conference to mild pandemonium. Imagine what conferences were like during Hurricane Katrina if you want a taste of what could happen.
To forestall that kind of confusion–a disturbance you may be unable to quell once it starts–have people on hand to disseminate the news in some form periodically through the day. Arrange to have updates delivered at the ends of sessions, during meals, or between speakers.
You should also have a few staff members whose job it is to simply update people on the event or events of the day. Many times you can get hotel staff to help, or you could hire people from a local even planning company or entertainment agency.
You should be prepared to do that for every event because you just don’t know what could happen, even if it seems like a slow news day. Even the World Series can cause trouble–could you imagine if the Cubs went to the World Series again, and actually won?
