Supervising Activities

Try to stage rehearsals which are as identical as possible to the conference itself. Clearly, the more comparable they are the easier it will be for you to identify and remedy shortcomings before the event starts. When overseeing rehearsal activities, assess the following aspects in particular.

Is the business programme unfolding satisfactorily?

Speakers:

Do they seem to have prepared and rehearsed thoroughly beforehand? Are the contents of the speeches logical and flowing? Is the style appropriate for the audience? Are these speakers confident in handling any equipment used?

Approach:

Is the right approach being taken in speeches, presentations, discussions and question-and-answer sessions? Is a speech being made when a discussion would be better? Could it be improved by the addition of a question-and-answer session?

Order:

Do you feel that everything has been put together in the most relevant order – a sensible, step-by-step sequence, perhaps? Is it all clear and understandable? Should you amend the order, manoeuvring the topics so that it makes more sense and flows more easily?

Does the social programme seem satisfactory?

Are you also appraising the social programme as far as possible? Or are you simply leaving it to chance, hoping it will work out well?

With regard to catering, can you organise and then monitor coffee and tea breaks, lunches and dinners, as appropriate? Check out the activities planned for partners during the business programme – inside. What about activities for speakers, delegates and partners out of business hours? Will indoor activities include the use of leisure facilities and outside activities incorporate a trip to the theatre? Is everything all right?

Is the approach ideal? Are speakers, delegates and partners left to entertain themselves indoors, or are entertainments brought in for them? Have you struck a satisfactory balance? Are they left to go out on their own or have trips been laid on? Again is everything exactly right? Is it all optional, too?

Is the venue proving to be acceptable, as far as you can tell?

Entrances:

Check heights, lengths, widths, obstructions, power points and exits. Is it really large enough to fit everyone and everything in – speakers, stands, delegates, chairs, desks and tables, product displays and visual and audio-visual aids? Do they all fit in comfortably and allow room to see and hear what’s going on, to stretch out and to move in and out easily?

Lighting:

Is it bright enough for the speaker to be seen, flip charts to be read easily and notes to be written? Is it dark enough, when necessary, to focus on slides or a film? Is it sufficiently warm but cool enough when another hundred or so people turn up on the day? Is it fully adjustable in case of a sudden temperature change? Can you check the ventilation? Is there a soothing breeze or a raging hurricane? Does it actually work, and well?

Noise levels:

Inside the conference buildings, are the rehearsals proceeding from beginning to end without interruptions and distractions? Outside the buildings, is it all equally quiet and non-disruptive? Are any problems simply one-offs? If all is quiet, will it remain this way for the event?

Conference executive:

Is he or she really as experienced and in control as you think? Does he or she know what can and cannot be done? Is he or she there at your shoulder, if required, making valid suggestions, advising you on your programme and inspiring confidence? Are his or her colleagues equally good?

How about the facilities and services? Are they satisfactory?

Are those provided by the venue of good quality, up to date and in a decent condition? Are they exactly what you want? Are they easy to operated and can they be used correctly – smoothly and without mistakes? Is a technician on call if needed, and are you pleased with him or her?

Are the facilities supplied by other individuals and firms available when and where required? Are they up to standard, modern, reliable, as requested, manageable and effective? Is a technician being provided by an outside supplier? Is he experienced, competent and acceptable to you? Does he or she do the job that you want?

What about the overnight accommodation? Are you pleased with it?

Is your initial assessment of the rooms, based on a brief visit, supported by the evidence gained from an overnight stay? Are the rooms up to scratch – clean, tidy, comfortable, luxurious even? Are they going to satisfy or perhaps impress delegates?

Can you test the facilities and services provided during the stay? This will give you a much fuller and more accurate impression than was obtained from your earlier visit. Is there sufficient space in the wardrobes (for long dresses, possibly)? Does the shower work properly? Is room service prompt, efficient and friendly? Outside the room, are the lifts reliable and suitable for disabled people?