You're hosting a conference with sudden room changes. How do you ensure all attendees stay informed?

1 Digital Alerts

In today's digital age, leveraging technology is the most efficient way to communicate sudden room changes. Utilize the conference's mobile app or website to send real-time notifications to attendees. Ensure that the app includes a feature for push notifications and that it's mandatory for attendees to download prior to the event. In case of a room change, send out an alert with the new location and any additional details that might be necessary. This approach allows for instant communication and provides attendees with the most up-to-date information at their fingertips.

2 Visual Guides

While digital solutions are effective, not all attendees may be tech-savvy or have constant access to their devices. To cater to everyone, implement visual guides throughout the venue. Update digital signage, conference maps, and schedules displayed in common areas with the new room information. Have staff members carry signs or wear brightly colored attire to direct attendees to the correct locations. This ensures that even those who miss digital alerts will still find their way through visual cues.

3 Staff Briefing

Your conference staff are the front line of communication and can help manage room changes efficiently. Brief them on the potential for changes and ensure they have the tools to stay updated. Equip them with walkie-talkies or smartphones connected to a central information hub so they can receive and relay updates quickly. Instruct them to be proactive in approaching attendees who seem lost or confused and offer assistance. A well-informed staff member can provide clarity and reassurance to attendees, making the transition smoother.

4 Personal Assistance

Despite your best efforts, some attendees may still be unaware of room changes. Set up information desks at strategic locations with staff ready to assist. These desks should have the most current information and be able to guide attendees to their new destinations. Encourage participants to ask questions if they are unsure about their schedule or room locations. Personal interaction can often alleviate frustration and ensure that everyone feels taken care of.

5 Session Reminders

To reinforce the message, send session reminders with room details to attendees' emails or via SMS. Schedule these reminders to go out a short time before each session begins, including any last-minute room changes. This serves as a backup for those who may not have checked their devices for push notifications or missed visual signs. It's also a helpful prompt for attendees to manage their time and plan their movement between sessions.

6 Feedback Loop

Finally, create a feedback loop for attendees to report issues or confusion regarding room changes. This can be done through the conference app, via text message, or through designated feedback stations. Listen to the concerns of participants and make adjustments as needed. This not only helps improve the current situation but also provides valuable insights for planning future conferences. An open channel for feedback demonstrates that you value attendee input and are committed to providing a positive experience.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?