Technology problems at events are very public. A slow registration desk or a presentation that will not load is noticed by everyone. Use this checklist to plan event IT.
Four weeks before
- Confirm expected attendees, sessions and stalls.
- Visit the venue: check internet options, power points and where equipment will sit.
- Book rental equipment early, especially laptops and projectors in peak season.
Wi-Fi
Plan for every attendee carrying at least two devices. Use enterprise access points, separate networks for staff, speakers and guests, and a dedicated wired line for streaming.
Registration
Plan laptops or tablets, barcode or QR scanners and badge printers. Keep one spare of each and a printed attendee list in case of network failure.
Presentations
Projector or LED display, HDMI and USB-C adapters, clickers and a backup laptop with all presentations loaded.
Power
UPS for the registration desk, network equipment and the main stage laptop.
On the day
- Set up and test everything at least two hours before doors open.
- Keep an engineer at the registration desk and one near the stage.
- Have a phone number everyone can call for IT help.