For Toronto Trek, dx4 developed software that does this for us, and we use that in combination with a manual check. Works pretty well. We can also make sure that A/V equipment isn't scheduled to be in opposite ends of the hotel from one timeslot to the next, and the same with panelists; we set things up last year so that all of Derwin Mak's panels were in one part of the hotel because he'd recently had heart surgery, for example.

It's not difficult. Someone just has to make the time to do it.