Meeting Solutions

Planning an event 

To assist with the planning of your next event, Nexus Conferencing is happy to provide the following EVENT CHECKLIST.

The Venue: 

• The comfort of your participants is important. Make sure you itemise the venue requirements to include: size, layout (classroom, boardroom, theatre style or possibly outdoors), staging (lighting, cameras, microphones, acoustics and backdrop), accessibility to participants.
• Venue staging is vital as it dictates what participants at other sites will see during the event.
• Be sure your participants know how to get to the venue and where to park.
• Confirm the access to the building, especially if your conference is after hours. 
• For the enjoyment of your participants, ask if catering is available and what is supplied. 
• Peace of mind rests with the success of the conference. Be sure that someone is available to operate the videoconferencing equipment.

Staging: 

• Be sure the size, type and number of monitors you need are available. If your party is very large, projector screens may be an option. 
• Choose a suitable backdrop to highlight the theme of your event. 
• Make sure all participants can hear what's going on. You may require additional speakers. 
• If you want your participants to speak, consider what type and location of microphones you require. 
• Who do you want the other site/s to see? The number of cameras and their location is important. Do you have presenters who wish to use a lectern? 
• Don't discount ideas on special effects. They may be available.
  

Presentation: 

• Do you wish your event to be interactive or a broadcast (one to many)? 
• Will you use a personal computer to assist you with your presentation? 
• Maybe a document camera will suffice. 
• You may wish to record the event or play video recordings to the other site/s.