Information Desk

Information desks are the communications hubs for conferences and other business events. At extremely large gatherings, particularly those events that encompass large spaces and a large variety of vendors or exhibits, the stationing of an information desk helps smooth the way through the confusion that can occur at an event. An information desk can also be the place to provide wheelchairs for the infirmed, strollers for small children, and a station for the Lost and Found.

Locating the information desk is key to its successful use and application. Stationed near the main entry, where guests come in, is the most logical choice. Extremely large events may benefit from the placement of more than one information desk, particularly

in those instances where there are multiple gates for entry to the even.

The information desk is the communications hub for an event by way of knowing where specific displays can be found, giving event guests directions to restrooms, and acting as a place to lodge complaints. The information desk can also provide instruction to vendors for setting up, direct delivery crews to a particular location, or apprise event goers of scheduled meeting times.

The personnel manning the information desk should have the means for communicating with Security personnel, possess a roster of scheduled events, and be a source for providing maps of the event floor, if the event is spread over a wide area. Likewise, the information desk should be secure in it’s own right, in the event items are delivered there that have been found on the event floor. The information desk will have it’s share of lost persons to be found, found persons to be claimed, and cranky event guests with a complaint to air.

Personnel chosen to man the information desk should be patient, helpful, and above all, knowledgeable of the event and what can be found where. Provision of two-way radios or cell phones and a list of numbers for key personnel are a necessity for conveying or obtaining information, and reducing guest stresses associated with maneuvering unfamiliar spaces.