One of the best ways to ensure your large conference runs smoothly is to establish proper security. By establishing a security plan, you can reduce unforeseen negative impacts of having a large number of people from many different companies gather. Especially if the conference contains trade secrets or information that is not for the general public, a security plan is essential. The security plan should include reviewing the existing systems of the event location, comprehensive ID badges for attendees, key/card access installed for rooms where confidential information will be shared, and sharing your security plans with attendees prior to the event date.
The first step to establish security at your conference is to review the location. When contacting prospective host locations, be sure to have a “security checklist” of must-haves to review with management. Choose a location with limited entrance/exit points which will allow for easier monitoring and control over who is attending. Put locations with established security systems at the top of the list. Systems to look for include video security systems, smoke and fire alarm systems and a sprinkler system in case of fire. Locations which offer either an on-site cafeteria or the ability to provide catering should also be a priority. By limiting the number of people entering and exiting the event location, the opportunity for undesirable guests to attend is minimized.
In order to control who has access to the conference, establish an identification system. The days of sticker “My Name Is” tags are over. Picture ID badges clearly identifying the attendee and the company he or she represents are a great way to ensure safety at your conference. In addition, the visual reminder that the attendee is representing his or her company may cause the employee to act more professionally, eliminating the “rowdy” element at your conference. Having security officers at all egress points, to monitor incoming guests for proper identification, may slow down the traffic flow a bit, but is vital to ensuring safety for the conference.
The next step is to consider having the venue be accessible only after swiping or scanning a key card or fob. Although “piggybackers” may still find a way in, this will dramatically reduce the number of uninvited attendees. “Piggybackers” are those who follow an authorized user in through a secured door. If the conference contains information that shouldn’t be available to the general public, a card access control system is the answer. Although this can be a complicated undertaking, companies such as SoCal Access and Video are able to provide security system installation. By outsourcing your conference security to professionals, safety is all but guaranteed.
The final step is to include the comprehensive security plan as part of your advertising. Let prospective guests know their safety is a priority. By showing that every step is being taken to ensure safety at the conference, a sense of community is established and the conference is off to a great start before it even begins.
You can’t always hide out in your cabin or studio. Sometimes you have to venture out. That’s why attending seminars and conferences is a great way for personal and professional development. Every year numerous conferences are organized by various organizations all with the aim of improving one’s knowledge and skills for a particular field of interest. Attending one or two professional gatherings every year will help you become more aware with the latest trends, development in your chosen career or field of interest and this is a great way to meet new acquaintances or gather with your peer group. However, after a day of lectures and talks, many attendees hate the dull and boring moments and eventually lose interest during the conference stay. These annual events are planned beforehand and activities are made to accommodate all the types of attendees. However, if you want to enjoy the conference and make use of your time wisely, there are ways to help you make the most of your conference experience.
Deciding to attend a conference is easy and what you would like to gain from it is a main consideration. Of course you are there mainly to refresh your knowledge or meet professionals in your field. The opportunity to be introduced to the speakers/organizers or connect with potential clients is another plus when attending conferences. During conference stay, most of the day will be spent on pre-planned activities but after the scheduled activities have commenced, you have all the time to meet-up with your colleagues and get to meet and greet the big names in the industry.
To raise your interest during the event, you need to set yourself with specific outcomes such as “to learn more about the latest trends” or to “meet and get to know 2 new potential clients”. Enjoying the after party is only the extras, as you should always remember your main goal during the conference stay. If you decide to go with a group or company, this would even make the event more enjoyable since you already know someone and you won’t be worried not to know anyone in the event. However, you should always remember to spend time listening attentively during the lectures and talks rather than spend the whole session chatting with your friend or colleague. There is always time for chitchat but important conferences do not happen every day.
Using social media before, during and after the conference stay is a great way to share any interesting tips or insights. You can interact with as many people from your industry as you can during breaks. Use your Facebook page to post updates on the talks and discussions and you can immediately post pictures on Instagram to update your network about the latest happenings during the conference. This will make your conference stay more enjoyable and you wouldn’t have to worry about 2 or 3 days of being bored.
When taking part in conference travel, there are some aspects that need to be overseen and prepared for before the actual date of the event. Attending a conference is not as easy as “book and go” because you should consider travel solutions for your trip. Conferences are planned events that are organized months or years before the actual event to make sure that attendees prepare for it make arrangements with their personal and professional activities. When conferences are held in places that require people to travel, there will always be various travel considerations for the different types of participants. Whether it is by land, air or sea, traveling arrangements should be arranged for activities before, during and after the conference. Good event planners help and assist the attendees from hotel accommodations to taxi or shuttle services to make it easier for them to go about the event. It is recommended to contact and ask help from the event organizers to be make your travel arrangements easy and your needs will be accommodated.
Working with a travel agent is one of the easiest ways to go about with travel planning since they are the best people who are familiar with the area and they have connections with various suppliers. A travel agent certainly knows the area more than you and they are familiar with all the travel routes to the area in which they work. Most of the time, the travel agents know all possible suppliers within the area like hotels, pension houses, taxi services and car or shuttle rental services. These services can be easy to find on your own but travel agents can get special rates and discounts especially for booking a number of people. Planning conference travel with an event planner is easier especially when a large number of participants are expected. Events for a big group like hundreds of attendees will require travel solutions for everybody. Hiring a travel agent to plan your accommodations can even ensure that all participants will be staying in the same accommodations and using shared transportation.
In corporate events wherein the whole company is attending, the management will be too busy planning for the details and they will need a professional who will oversee the whole event from start to finish. The company should be concentrating on their business and the event rather than for things such as employee accommodation and travel solutions. Hiring a travel agent for conference travel would rid-off some extra work from the management’s shoulders especially on the areas that needs to be taken care of. Whether it’s a corporate affair that involves pre-planned lectures or talks, or just a company gathering with trainings on teamwork coupled with leisure activities, any conference travel should be planned carefully taking into consideration the needs of the group like having the appropriate venue, adequate room accommodations and sufficient transportation means for all the participants.
Conferences come in many shapes and sizes, and can be very stressful to organize. While small and large, local and farther-reaching conferences have different needs, there are some organizing guidelines that work for most. When planning a conference, you will need to identify the location, space, timing, content and form. This is no joke because your conference might yield the wrong results if not organized properly. The conference needs to inform its intended audience of its existence, and convince that audience – or enough of them – to attend. But whether you are organizing an event for 50, hundreds or thousands of people, you will need to consider the security essentials for conference attendees. The safety and security of your participants is one of the most important things to plan about especially if the location of the conference is far from the city or is in another country that not all participants have been to. “Always be prepared” should be the motto of every event organizer as you might not be sure of what could happen during the conference especially to the participants.
Event planners plan every detail of the conference and this means that having plans A, B, C, etc. to account for the unpredictability that inevitably will occur despite the best laid plans. You can anticipate the common mishaps like having a late speaker, having technical issues or serving the food late and you can easily find solutions to these events. However, you should also assist the attendees in being better prepared in case the unpredictable becomes a reality.
The hotel or other conference site will usually employ on-site security and people with emergency medical training. The conference staff should have a first-aid kit with essentials: band-aids, aspirin, aspirin substitute, antacids, etc. At the start of every conference, remind you speakers and participants where they can ask for help if they encounter any emergencies. You could also do some plug-ins about the safety and security reminders during break times when everyone is having their snacks. It is also necessary to have an EMT, nurse, or other medical professional or paraprofessional available in the venue during cases of emergency.
Aside from securing the venue, you will need to keep your attendees informed and prepared with emergency contact information. During the registration time, encourage all attendees to submit an emergency contact name and phone number to be printed on the back of their badge so the contact information is easily found. Also make sure to get the important details like mobile number so that the attendees can be reached or receive text status updates in case of emergency.
During the registration process, pay special attention to attendees that need extra assistance like if they are hearing impaired, visually impaired or other disabilities. Although the participants would expect nothing bad to happen, the security essentials for conference attendees should not be taken for granted. Ensuring professional and prepared response in a worst case scenario is one quality that makes a good event. So be prepared to deal with anything and expect the unexpected.
A conference is a gathering of people with a common interest or background, with the purposes of allowing them to meet one another and to learn about and discuss issues, ideas and work that focus on a topic of mutual concern. Attending a conference is one of the good things you can do improve yourself professionally. Academic conferences are attended by people from different parts of the country and even the world. This is one event that individuals in your same field look after for to gain new knowledge and innovations regarding your business or career. A conference brings together people and ideas. There are even those people who get excited because they are looking for ways on how to integrate travel into your next conference. Some people look at conferences as a way to not only meet new acquaintances, learn the latest trends about the industry, but use this opportunity to go to a different place and spend some time for rest and relaxation.
Conferences may be held in places other than the workplaces and neighborhoods of their participants, so that the people attending can focus on the topic at hand without distractions. Some conferences are even held in another area of the country or the world. However, there are those people who simply feel bored and lack the enthusiasm to attend a conference. Well, this is just a matter of your point of view. You can enjoy even the most boring conference if you only know how to entertain yourself and make the most out of your travel. Look at the conference as a major opportunity for your business or practice. Today’s business industries are no longer a local thing. With so much going on through the internet, you have to stay on top of the latest industry trends. You have to get ahead of the game and you can do that by attending various conferences.
Conferences provide a major opportunity for your personal development. Throughout the days of the conferences, there will be dozens of seminars, presentations, and discussions on a wide range of topics related to your field. The conferences are scheduled months or even years before the actual date to give the participant time to arrange their schedules. If you are decided to attend the conference, you should block of the dates and allocate time for travel especially when the venue is on a different state or country. To be able to integrate travel into your next conference, you can make plans of going to a nearby area earlier than the conference schedule and have your vacation or you can do it after the conference. If the conference is in a different country, better grab this chance to stay there for a couple of days more and do some sightseeing and enjoy the culture of the country.
Take advantage of all opportunities offered in the conference, especially as a chance to get out of town and go to dinners and parties. How to integrate travel into your next conference is an easy task, but you should keep in mind that there is so much more to this conference. If you take the conference seriously, you can meet new vendors, learn new topics, and use this opportunity to promote your business into the public. A few days into the conference is a time to get the most ideas into expanding your business. Use this chance wisely!
A healthy share of conventions is always good for business; but sometimes attending conferences end up too boring which make the participants lose interest in listening to the talks and presentations. Most of us have attended conferences and I’m sure that you know what happens during the times when you’re stuck in your chair most of the day forcing yourself to absorb all the information that is being presented by the speakers. The worst thing is that during the long talks, we end up eating, drinking more coffee and eat some more. It is true that we gain some weigh during conferences because we spend most our time sitting during the day and make the buffet table as our best companion to survive the long, boring affairs. But after the conference, we complain that we became heavier and try to exercise exhaustively to rid off all the excess weight that we gained during the past few days. Well this is not a very healthy thing to do. Keeping fit while attending a conference is a challenge for attendees especially when you’re surrounded by overflowing food from breakfast until dinner. What you can do is to add exercise to your conference schedule to make it a well-rounded affair.
Traveling can be a disruption to your exercise routine especially when the conference if in a different country and you do not have access to your gym equipment and do not have your gym instructor to guide you. Well this is the time to ahead a little bit as there are many ways on how to integrate exercise into your conference experience.
First of all, you need to establish your tonic level of exercise. This is the minimum amount you need to do in order to feel good and function well. You know your body the most and you know what level of activity can make your body feel good. If you have a daily exercise regimen like running for 10 miles a day and this would be time consuming to do during a conference, you can lessen the time or the distance that you can run just to keep your senses alive and energized. If you’re attending regular yoga or Pilates classes, you certainly can’t bring your teacher with you to the conference, so why not do some selected exercises or moves on the floor of your hotel room.
Something is better than nothing. If you do not have a regular exercise routine, do not sit there and slack off. Your conference experience will involve several late nights, doughnuts and too much coffee from the snack table, and restaurant dinners with friends. A few days of a carbohydrate and caffeine loaded diet screams “unhealthy”. It helps to be in motion even by doing some stretches and strength exercises done in your hotel room. You don’t need to have gym equipment as you can move some muscles by taking a stroll on the venue.
If you’re conference venue is in a large hotel, you’re in luck because these venues usually have gyms or fitness centers on the premises. Some hotels even have a swimming pool or certain kinds of fitness equipment that is free for use for hotel guests. Better grab every opportunity you get in keeping fit while attending a conference and lie low on the doughnuts and sweets because you certainly know where all those carbs will end up.