5 Tech Questions You Should Always Ask Your Venue
Considering a new venue for your next big business meeting or training seminar? Here are the key tech questions you need to ask about technology at the venue, and if it will fit in with your plans.
What Sort of Charging and Outlets Do You Provide?
The mother of all tech questions. People will bring their mobile devices to a venue: Is the venue prepared for them? Will there be charging stations and services, or will you need to provide your own? How many outlets are available, particularly in the presentation areas? If your group needs laptops or tablets, there had better be enough outlets to power them when batteries run out – the best venues typically offer plentiful charging options and seat-by-seat outlets that can deal with even the most tech-heavy meetings and events.
Do You Have a Wireless Network? What Kind is It?
Most venues should provide their own wireless services, but that’s only a starting place for understanding what sort of Wi-Fi network you are dealing with. How much bandwidth does the network provide? Is it enough for all the attendees you are planning on – and can you rent more bandwidth if necessary? What sort of security does the Wi-Fi network have to protect business data? What sort of technology does it use? One of the best technology options today is DAS or Distributed Antenna system, which helps improve Wi-Fi signals throughout the building and helps prevent dead zones.
When Can We Test the A/V Equipment?
Note that this is a “when,” not an “if.” You need to be able to arrive early on the right place . Test out or adjust the A/V equipment before . Just to make sure that everything is compatible with your own devices and working as expected. If the venue does not have the necessary A/V equipment or if it won’t work for your event, you need to know early so that you can rent the necessary equipment on your own…or take a look at alternative venues.
What Sort of Devices Do You Provide?
Sometimes venues provide devices or offer device rental options. Take a close look at the details of these services before you agree to them. Ask questions about any available inventory and if possible take a look at the devices offered before agreeing to anything. Sometimes venues keep old or poor-quality devices that may not be of much use: You don’t want to find that out in the middle of an event where everyone’s iPad is too old to run the necessary software! Look into rental options early, and if necessary choose a third party to help guarantee the quality you need.
Terms and conditions are a very important part of any venue arrangement but are often overlooked. You need to know who is responsible for any wear or damage, and what the applicable fees are for common situations. Don’t get surprised by extra costs or unexpected clauses – take a look at your terms and conditions!
Who’s My Tech Contact?
You need someone present at the venue that you can contact to ask any tech questions or notify regarding important issues. Make sure you find out the contact information for this person ahead of time and make sure that they can help out!