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• Why has it been organized?
• What should delegates expect to get from it?
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- • How will the event be run?
- • Where in the venue will elements of the event be held? • When will significant activities and breaks happen?
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This welcome speech should be well rehearsed and word perfect, delivered in an up-beat tone to set the energy level for the day otherwise you may lose the audience before you have even begun. Safety and comfort.
As the event organizers you are responsible for ensuring that your audience understands the evacuation procedure in the event of fire, flood or any other emergency and for checking that everyone has been accounted for. Find a way of integrating this information into the beginning of the event and include information about smoking areas, toilets and also identify one of the administration staff as a key contact for any queries.
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Some venues set the room temperature at the beginning of the day to a low level in full knowledge that it will rise naturally during the first hour. It pays to recognize this and to empathize with the audience, asking them to let you know if the room temperature becomes uncomfortably cold or hot so that you can do something about it. Say “Because we're not sitting still like you will be, it can be difficult for us to judge whether the room is comfortable.”