Choosing a hi-tech venue

Eric Opron explains what businesses should expect from their communications technology when planning their next off-site event.

“Many hotels and conference centers are ill prepared when it comes to large-scale data delivery”
-Eric Opron

As technology continues to develop and the need for data to be shared quickly and securely grows, it has become essential for businesses to be able to seamlessly transition from inside the office to outside of it. Off-site conferences and meetings are vital events that bring people and ideas together. Today, present day cutting-edge network technology makes it not only possible, but expected that your convention space will be able to function as office space as well.

The primary focus of any meeting should be the successful dissemination of information. The most state-of-the-art conferences need to stream live video, share Hi-definition images and support thousands of users (both wired and wirelessly) simultaneously. Whether it is for an interactive visual presentation or to provide attendees the ability to conduct business away from the office, the network demands for an off-site conference are great. 

Too often, organisers take for granted the stress these demands can place upon a venue's network. There are three primary areas you should concern yourself with when evaluating a venue's communication technology - scalability, security and prioritisation.

Many hotels and conference centers are ill prepared when it comes to large-scale data delivery. In today's world, you must ensure your venue has a suitable data pipe to the internet, as well as the ability to transmit your data to any and all locations you desire, whether wired or wireless. While you may have months to rehearse and fine-tune your message within the comfortable confines of your corporate offices, any multi-media technology you require within a meeting space must be built in days, not months. Understanding a venue's network capabilities can ensure your message delivery goes smoothly.

The often sensitive nature of the information being shared at these conferences makes security paramount. When delivering essential content to your staff and attendees in a time-sensitive and mission-critical environment, one must ensure the local network is capable of segmenting your data (and message) so that it reaches the intended audience exclusively. The greatest risk for any company within a meeting space is the loss of confidential and possibly proprietary information.

In addition to delivering the data to where it needs to go securely and quickly, determining who needs it first, especially at large conferences and meetings, is an important consideration. Communications have many layers when it comes to essential delivery. Those who need it first, should get it first. Most venues typically operate their networks as one flat LAN, thereby losing the ability to provide preference. If a certain segment of your meeting needs content first, make sure your venue has the ability to provide it in the timely manner required.

To determine if your conference venue is able to meet the communication technology needs and expectations required for your next off-site event, I recommend you ask three questions that will reveal key insights about your potential partner. Do you have a full-time communications staff on property? A network problem does not occur on a schedule, you need to have on-site access to a qualified technician that can be available when issues arise. Can we test drive before we buy? Hold a pre-event planning and consultation meeting with the communications staff at the venue in advance of your meeting date. By working with the communications staff ahead of time you will be comfortable with their capabilities and confident that your event will go smoothly. Have you done this before? If the staff has successfully met the needs of similar hi-tech meetings there is little reason to doubt they will be able to do the same for you. Ask for real world case studies to determine if their capabilities match your needs.

Eric Opron is the Director of Sales and Marketing for the 2,265-room Walt Disney World Swan and Dolphin Resort. With more than 20 years in the hospitality industry, he is responsible for the numerous groups that host events in the resort's 329,000 sq. ft of meeting space.