We’ve all been to conferences that have been delayed because of one reason or another. A common example is when a presenter tries to stream a video from YouTube without realizing that the venue doesn’t have wireless internet. Another common thing that we see is a lack of setup time. The client will get access to the room at 6AM and the event starts at 9AM, this puts the entire event at risk if everything doesn’t go exactly as planned. A simple thing like forgetting about the registration table or a sign for the lobby can create a domino effect that eventually delays the start of an otherwise successful event.
1. Check out the venue beforehand and create a floor plan
A good floor plan is essential for maximizing your space. If you do a site visit beforehand with an audio visual technician, they can make suggestions as to the best placement for speakers, projector and screens. Good placement will improve the clarity of the presentation and ensure that all of your guests are engaged. Confirm with the venue that the room you’ve booked is yours for the duration of your event, you wouldn’t want another group using it during lunchtime an then have to set everything up again. Finally double check that there are adequate power outlets around the room. Older venues often lack proper power, which can make setup take longer and cause costly problems for your equipment.
2. Allow enough setup time
Trying to save money is always top of mind for event planners, but don’t forget to book the venue with enough time for everything to be setup properly. Having the venue booked for three hours to setup 20 tradeshow booths, a stage, and a silent auction area isn’t enough time to guarantee that everything will work for you. It’s always smart to book the venue for the night before a big event to allow all of the vendors the ability to set everything up with enough time to allow for any changes or last minute requests that you have.
3. Have presentation materials tested on the equipment you’re going to use
File formats and screen resolutions are a common point of confusion for anyone putting together a presentation. Contact your A/V supplier before the event and ask that they test your presentation on their equipment before your event. This way they can make necessary changes, and you can rest easy knowing that it will work flawlessly on the day of your event.
4. Have backup gear ready to go
There are many reasons equipment can fail at the critical moment in your presentation. It’s crucial to have backup equipment that can be quickly swapped in. Common items that an A/V supplier should have on hand are extra laptops, projectors, powerpoint remotes and microphones. A quick swap will help you avoid embarrassment, and keep your event running on time.
5. Hire a professional technician to setup and run your event
A professional technician that does one to two events a day is used to quickly solving any problem that may arise. Being in a variety of situations helps them anticipate any problems before they occur. Hiring the same technician for each of your events also helps build consistency, and can help optimize your process. A trained technician will also have the room setup before you arrive and can quickly make any adjustments you might need when you arrive.
Check out our most recent case study to see how we were able to help one of our amazing clients!