You’re organizing a conference. What are the downsides of relying on technology?

Now days, there is no excuse for people with different devices not to be able to access same/similar platforms. Ensure that whatever you put in place can be used by everyone. If not, don't be afraid to communicate openly about it! Let users know what they will be able or not, to do

Keep it simple, practical, and in keeping with the goals of the event. For example, having a show of hands may contribute more to the energy of presentation then a polling app.

Technical Failures: Using the Technology is not foolproof. There's always a risk of technical glitches, such as Wi-Fi outages, software bugs, or hardware malfunctions. These failures can disrupt presentations, communication, and attendee experience. Cost: Depending on sophisticated technology solutions can significantly inflate the conference budget. Costs may include licensing fees for software, expenses related to hardware procurement or rental, and fees for technical support or troubleshooting.

Always test the technology in advance of the event and try to collect speaker's presentations before the show. This will allow the ops team to collect and test the presentations, and make sure we have a sufficient resource to show the materials or get ready before the show.

With over 400 participants, it's impossible to create an app or link to a website or cloud-based document that everyone can access. Not only are people using different phones (android vs. iphone as well as current model vs. out-dated-but-still-working model), but the users technical prowess and security settings vary quite a bit. Often, they do not understand their limitations, but conclude that our technical abilities are the problem.

To avoid security breaches at conferences, it's vital to implement robust measures. Start with thorough risk assessment, develop a comprehensive security policy, and enforce access control. Secure Wi-Fi networks, encrypt sensitive data, and provide security awareness training. Deploy physical security measures, vet vendors, and devise an incident response plan. Monitor for suspicious activities and establish emergency communication channels. Conduct post-conference reviews for continual improvement. With these steps, you can enhance security and ensure a safe event for all attendees.

Using online platforms or data collection tools raises security and privacy concerns, especially regarding sensitive information shared during presentations or discussions.

Before you even go down the route of "securing" your environment, you need to be knowledgeable and do an analysis of "why" you might be facing a threat. Understanding the "why" will help you take the necessary measures. Sometimes, security breaches are related to your audience, the content elements of your conference or simply for reputational reasons.

Backup Systems: Always have backup equipment available. Duplicate critical components such as microphones, projectors, and cables. Have backup power sources such as generators or uninterruptible power supplies (UPS) in case of power outages. Technical Rehearsals: Conduct thorough technical rehearsals before the event. Test all equipment, including audio, video, lighting, and IT systems. Run through different scenarios to simulate potential issues and troubleshoot them in advance. Experienced Staff: Hire experienced technicians and support staff who are familiar with the equipment and venue. Ensure they have the necessary skills to troubleshoot problems quickly and effectively during the event.

As an Event Project Manager overseeing global conferences, I understand the downsides of relying solely on technology, particularly when technical failures occur. To overcome these challenges, implementing backup systems and redundancies is essential, ensuring seamless transitions in case of disruptions. Also, providing on-site technical support and training for staff can minimize the impact of technical hiccups and maintain the success of the event. Finally, it's crucial to conduct thorough dry runs and rehearsals to identify and address any potential issues before the event.

Power especially in Africa is a complete let down sometimes. It is important to make sure your venue has back up. Be very fluid to be able to deal with technical issues that may arise (even with prior checks anything could happen) such that the disruption to the flow of your event is minimal.

To address accessibility barriers at conferences, prioritize inclusivity in planning. Begin with venue selection, ensuring it's wheelchair accessible and has facilities for individuals with disabilities. Provide alternative formats for materials, such as braille or large print. Ensure sign language interpreters and assistive listening devices are available. Designate accessible seating areas and pathways. Train staff on disability etiquette and assistance techniques. Conduct accessibility audits and gather feedback from participants for ongoing improvements. By prioritizing accessibility, conferences can become more inclusive and welcoming to all attendees.

Not everyone has equal access to technology or may possess the necessary skills to navigate complex platforms. This can create an exclusionary environment for attendees with disabilities or those unfamiliar with the chosen tools.

Very important thing to consider is the fact that communication through the technology platform may cause domains to classify emails as junk or spam which may cause in delays to submittals of conference content such as presentations or papers.

Technology is part of everyday life and in some cases even an "extension" of ourselves. Don't fight it, try to incorporate it to your plans and sessions. When you want to foster and human interactions, outside of technology, create high level networking opportunities of small in number groups. (round table discussions, high level lunches or dinner with a theme or special guest, etc.)

We focus too much on getting business cards, building lead lists, or selling our products in short conversations. The result? Lots of empty conversations. Reformulate your goals by focusing on the human experience of the conference. Share what you appreciate about your professional life and what you’re currently working on. Ask people if they experience some of the same challenges that you do, and how they’ve addressed them. Be exposed and break down the walls in the right places–while still being professional. Build a sense of community & be present in your Interactions.

To mitigate human disconnect at conferences, focus on fostering meaningful connections. Encourage interactive sessions, networking opportunities, and group activities. Utilize technology for virtual engagement and remote participation. Offer facilitated discussions and icebreaker activities to encourage interaction. Create designated networking spaces and organize social events. Provide tools for attendees to schedule meetings and connect with like-minded individuals. Emphasize inclusivity and diversity to promote a sense of belonging. Encourage follow-up communication post-event to maintain relationships. By prioritizing human connection, conferences can facilitate meaningful interactions and enhance attendee satisfaction.

Overusing technology, like incorporating too many interactive features or having a complex virtual conference platform, can be distracting and overwhelming for participants. This can hinder their ability to focus on the content and engagement with the conference. Also overreliance on technology can unintentionally create an impersonal atmosphere, hindering valuable face-to-face interactions, networking opportunities, and spontaneous discussions that often occur at conferences.

In conference organization, exclusively relying on technology can lead to a disconnect among attendees. For instance, imagine attendees eagerly anticipating networking opportunities, only to find themselves lost in a sea of virtual meetings and chat rooms. To combat this, it's essential to incorporate interactive sessions, networking opportunities and entertainment Elements that promote genuine human connections. By striking a balance between technology and personal interaction, conferences can enhance attendee satisfaction and ensure a more enriching experience

Apart from fostering human connections, it's important to consider the accessibility challenges posed by relying solely on technology. For instance, not everyone has reliable access to high-speed internet, potentially excluding individuals from participating fully in virtual events. Additionally, overlooking these disparities can inadvertently deepen the digital divide, limiting the inclusivity of conferences and hindering equitable access to valuable resources and networking opportunities