The quality and effort put into the videotaping process should reflect the intended use of the footage. Run through slides and other AV materials on video camera before the symposium to set focus and volume. Be familiar with how to adjust the lighting of the room for the best presentation viewing. Sponsor Displays Place sponsor displays close to the door of the auditorium. Have your moderator remind participants of the presence and specific concentrations of the displays.
Food Provide a meal or snack at times when people are accustomed to eating.
Determine how much food to order according to a ballpark estimate of expected participants. Consider vegetarian options and special needs. Location Many considerations come into play when you are choosing the location for your symposium. In general, you want a location accessible for your intended audience and large enough to accommodate the number of participants you expect to attend. Consultation with professionals with ties to local sites can help you find an appropriate location.