Event planning tips: Audience & speaker management

Logistics & operations

Protocol

On this page:

Audience

Speakers, participants, and special guests

Audience

  • Is this a general admission or a ticketed event? 
  • Is it invitation only and, if so, should invitees RSVP? 
  • Will invitations be sent as hard copies or electronically? 
  • How will the list of invitees be curated? 
  • How will RSVPs be collected and processed? 
  • Will there be a check-in table or station for attendees? 
  • Consider providing the following for guests: 
    • Badges or name tags 
    • Coat check or coat racks 
    • Guestbook to sign 
  • Plan for how to adjust seating if there are no-shows or unexpected additional guests. 
  • Consider how to handle late-arrivers, so they don’t disrupt the program.
  • Designate onsite staff to assist with accessibility needs day-of.
  • Have designated reserved seating for those who need it.
  • Make space for personal attendants or service animals.
  • Provide signs and directions to bathrooms (be sure to note inclusive restrooms). 
  • Share instructions for accessing guest WiFi *. 
  • Position things so that deaf or hard of hearing can use assistive listening systems and see speakers, interpreters, and captioning.  
  • Ensure barrier-free pathways, avoid trip hazards (e.g., loose cables). 
  • If the event is being photographed, recorded, or webcast, prepare an advisory poster, handout, or slides. 
  • If a giveaway is being run in conjunction with the event, how will be people enter? How will the prize(s) be awarded? How will winners/others be notified? 
  • Develop emergency exit plans for people with accessibility needs (wheelchairs, blindness, etc.).

Virtual/Hybrid Event Considerations

  • Require a password or Touchstone authentication and enable a waiting room for attendees to prevent “Zoombombing *.” 
  • Identify staff to fill the following roles: 
    • Gatekeeper to allow attendees to enter the session 
    • Chat/question monitor 
    • Break-out session managers 
    • Tech support/troubleshooter 
    • Provide “housekeeping” instructions (i.e., keep on mute, use “raise hand”, how to use chat and Q&A, etc.). 

Speakers, participants, and special guests

  • Consider sending a save-the-date message to leadership, assistants, and possibly others. 
  • Is there special registration for speakers, senior officers, or other special guests? 
  • If webcasting or recording, advise speakers and participants and obtain permissions and releases as needed. 
  • Send reminder and run-of-show (timing, script, cues), and final instructions to speakers, participants, staff, and vendors. 
  • Identify staff to greet and escort. 
  • Set up backstage or green room. 
  • Provide reserved seating.  
  • Supply water at seats or on stage. 
  • Remind participants to state their name when speaking. 
  • Use microphones during non-presentation portions of speaker events so remote participants and interpreters can hear audience questions. 

Related MIT Offices & Services

MIT Guest Wireless Network *

The MIT Guest wireless network network is available to visitors and short-term guests, providing limited access to the internet and MIT resources. 

Public Parking at MIT

There are numerous public parking facilities in the area that may be used by visitors, vendors, and others who have business with MIT.

* This is an article in the IS&T Knowledge Base, which is only accessible to those connected to the MIT network, either on campus (e.g., via the MIT SECURE wireless network) or remotely through the Institute’s VPN.