International Association for Language Learning Technology

This is another critically important part of the conference, especially in our technology-driven organization. You should assign a member of your committee to head this up since it's a demanding and time-consuming responsibility.

To the extent that you can, schedule conference sessions in rooms that have basic AV equipment (overhead projectors and screens, for example). If the rooms already have computers and computer/video projection, that's even better. Then assign conference sessions to the appropriate rooms.

Determine ahead of time what portable equipment you have available, and whether you have to rent equipment. Then when you confirm conference presentations, ask presenters to provide you with a list of equipment they need. Encourage them to bring their own laptop computers whenever possible. Also, let them know when equipment must be rented, and ask them to consider whether such equipment really is needed, or if they can bring their own.

Once rooms and equipment are assigned, the person in charge should organize a support staff (often one or more students) to make sure equipment is in place and working, and to move it as needed. For larger conferences, assigning support staff to a specific presenter/room and having them contact each other before the session can be helpful.

You might also consider having a central equipment distribution room, not only for security of equipment, but also so conference presenters know where they can go for help, or to pick up that extra extension cord.