Assign curators responsible for each area at the event, as well as several curators in case of force majeure. Curators are responsible for keeping the venue in order, advising visitors, and helping them navigate. If you do not appoint curators, there will be chaos.
Designate one or two curators separately for speakers. Mentors should have the names and phone numbers of all speakers and a schedule with times and locations. They meet and escort speakers to the seating area, clarify the correctness of the presentation, notify them of the upcoming presentation time.
The curators should be uniformly dressed and differentiated from the guests. The simplest solution is the same T-shirts with large logo. If there is no opportunity to put the logo of the event or the organizers, make a distinguishing feature a badge with a large inscription “Organizer”. The lettering should be easy to read from the other end of the largest room at the conference, and the color of the badge should be different from the color of the participants’ and speakers’ badges.
Each facilitator should be instructed in advance what to do in each situation that arises, have several alternative solutions to the problem and know who to turn to if they cannot solve the issue themselves. Ideally, you should give each of them an instruction manual a couple of days before the conference, and you should brief them at the venue the day before the event.
Each supervisor should be familiar with the location of all the areas of the venue, the program of the event, know where the dressing rooms, restrooms, smoking area, emergency exits are located.
Reception is one of the most responsible areas. Reception sets the mood of the visitors at the beginning, and is a reference point throughout the event. The number of people in this area is based on the number of attendees. There should be enough greeters so that there is no queue at the entrance, and each guest should be given plenty of attention.
Combine the conference into a coherent event – the task of the host. This can be a manager or a leading expert of your company or a guest professional presenter of business events. This person will help to organize the flows, set the mood at the beginning of the conference, and hold the attention at the closing stage of the event.
If there are several halls, each hall should have a moderator. In fact, this person performs the role of the moderator in the hall. He announces the speakers, stimulates the discussion if there are few questions from the participants, makes sure that the discussions are constructive and do not deviate from the topic of the report. Accordingly, this person should know how to handle a microphone and have experience in public speaking.
Assign administrators to each room. Administrators greet guests, make sure there is enough room for participants, and assist the moderator in the room by keeping track of timings and passing the microphone to guests during questions. Depending on the size of the room, designate one or two administrators.