ELEMENT 4 - Coordinate Conference Proceedings

Facility Readiness

100

What must be checked in a room to ensure participant safety and accessibility?

Answers: Aisles, walkways, emergency exits

200

Name two seating arrangements that could be verified during a pre-conference walkthrough.

Answers: Theatre style, classroom style, round tables, U-shape

300

What features confirm compliance with accessibility standards in a conference venue?

Answers: Ramps, accessible washrooms, wide doors, hearing devices

400

Why is it important to have backup audio-visual equipment available before a conference starts?

Answers: Prevent delays, handle equipment failure, maintain professionalism

500

What pre-event action ensures that the venue matches contractual agreements?

Answers: Facility walkthrough, venue inspection, pre-conference check

Registration Excellence

100

What is the first point of professional contact for participants at a conference?

Answers: Registration desk, check-in area

200

Name two essential items that must be ready at the registration desk.

Answers: Name badges, registration lists, sign-in sheets, conference kits

300

How should walk-in participants be managed effectively?

Answers: On-site registration, add to master list, issue badge

400

Why is it important to follow planned registration procedures?

Answers: Accuracy, fairness, smooth flow, accountability

500

Before giving materials, what should registration staff confirm about participants?

Answers: Name, payment status, registration status, special requirements

Communication Under Pressure

100

What is the primary goal when informing participants of last-minute program changes?

Answers: Prevent confusion, maintain trust, ensure clarity

200

Name two fast communication channels used for urgent conference updates.

Answers: PA system, WhatsApp, SMS, digital screens

300

Who should be immediately notified after a program change occurs?

Answers: Ushers, volunteers, technical staff, registration staff

400

What characteristics make a late-change message effective for participants?

Answers: Clear, short, reassuring, specific

500

Why must event staff confirm that participants received the updated information?

Answers: Avoid missed sessions, reduce confusion, ensure compliance

Contingency Thinking

100

What is the purpose of contingency planning in a conference?

Answers: Prepare for disruptions, ensure continuity, reduce stress

200

Give two examples of backup audio-visual equipment that should be ready.

Answers: Extra microphones, projectors, laptops, cables

300

What actions should be taken if a speaker cannot present as scheduled?

Answers: Use standby speaker, adjust program, reassign session

400

Why are printed emergency materials still necessary even with digital systems?

Answers: Power failure, digital crash, connectivity issues

500

What is the main benefit of strong contingency planning?

Answers: Continuity of sessions, professionalism, reduced confusion

Administration & Speaker Management

100

What is one key responsibility when a speaker arrives at a conference?

Answers: Greet, escort, provide briefing

200

Name two ways administrative staff can help keep sessions on schedule.

Answers: Time cues, moderator coordination, schedule monitoring

300

What data must administrative staff track during a conference?

Answers: Attendance, session timings, payments, issues

400

Why is accurate record-keeping critical for post-conference evaluation?

Answers: Reporting, accountability, auditing, planning future events

500

What is the main role of administrative management during the conference?

Answers: Coordinate operations, monitor progress, support participants and staff