Facility Readiness
What must be checked in a room to ensure participant safety and accessibility?
Answers: Aisles, walkways, emergency exits
What is the first point of professional contact for participants at a conference?
Answers: Registration desk, check-in area
What is the primary goal when informing participants of last-minute program changes?
Answers: Prevent confusion, maintain trust, ensure clarity
What is the purpose of contingency planning in a conference?
Answers: Prepare for disruptions, ensure continuity, reduce stress
What is one key responsibility when a speaker arrives at a conference?
Answers: Greet, escort, provide briefing
Name two seating arrangements that could be verified during a pre-conference walkthrough.
Answers: Theatre style, classroom style, round tables, U-shape
Name two essential items that must be ready at the registration desk.
Answers: Name badges, registration lists, sign-in sheets, conference kits
Name two fast communication channels used for urgent conference updates.
Answers: PA system, WhatsApp, SMS, digital screens
Give two examples of backup audio-visual equipment that should be ready.
Answers: Extra microphones, projectors, laptops, cables
Name two ways administrative staff can help keep sessions on schedule.
Answers: Time cues, moderator coordination, schedule monitoring
What features confirm compliance with accessibility standards in a conference venue?
Answers: Ramps, accessible washrooms, wide doors, hearing devices
How should walk-in participants be managed effectively?
Answers: On-site registration, add to master list, issue badge
Who should be immediately notified after a program change occurs?
Answers: Ushers, volunteers, technical staff, registration staff
What actions should be taken if a speaker cannot present as scheduled?
Answers: Use standby speaker, adjust program, reassign session
What data must administrative staff track during a conference?
Answers: Attendance, session timings, payments, issues
Why is it important to have backup audio-visual equipment available before a conference starts?
Answers: Prevent delays, handle equipment failure, maintain professionalism
Why is it important to follow planned registration procedures?
Answers: Accuracy, fairness, smooth flow, accountability
What characteristics make a late-change message effective for participants?
Answers: Clear, short, reassuring, specific
Why are printed emergency materials still necessary even with digital systems?
Answers: Power failure, digital crash, connectivity issues
Why is accurate record-keeping critical for post-conference evaluation?
Answers: Reporting, accountability, auditing, planning future events
What pre-event action ensures that the venue matches contractual agreements?
Answers: Facility walkthrough, venue inspection, pre-conference check
Before giving materials, what should registration staff confirm about participants?
Answers: Name, payment status, registration status, special requirements
Why must event staff confirm that participants received the updated information?
Answers: Avoid missed sessions, reduce confusion, ensure compliance
What is the main benefit of strong contingency planning?
Answers: Continuity of sessions, professionalism, reduced confusion
What is the main role of administrative management during the conference?
Answers: Coordinate operations, monitor progress, support participants and staff