These are the roles a large conference almost always needs, and what to decide for each.
Registration and accreditation
It is the attendee’s first contact and the busiest moment. Plan the number of desks around the early-morning arrivals, when queues form, and be clear about what to do with people who are not on the list or arrive without registering.
Information and wayfinding
Staff stationed at entrances and at junctions between rooms, who know the programme and the floor plan by heart. At large venues they save a lot of wandering and a lot of complaints.
Session rooms
Capacity control, roving microphones during Q&A, time cues for the moderator and keeping an eye on anything that happens during the session. Small rooms usually need one person; a plenary needs more.
Organiser and speaker support
Welcoming speakers, taking them to their room, handing out materials and dealing with the unexpected. The role calls for experience and a good knowledge of the programme.
Languages
At international conferences, prioritise languages at registration, information desks and speaker support, where staff talk to attendees most.
How to plan it
Draw up the list by role and by time slot. That shows you where you have too many people mid-morning and too few first thing or at room changes.
If you are preparing a conference or convention, tell us the dates, the venue and the number of attendees.