Confucius said: “Success depends upon previous preparation, and without such preparation there is sure to be failure.” This rings true for people managing events to have a set of tools at their disposal to fix potential problems as soon as possible. Here are some proven solutions to resolving the frequent issues at events:
Easy Access to Materials
When attendees arrive at your event, their first impression is established. They want an organized experience where they can easily access the materials for the event. A common problem that arises is with the entryway to an event or the lobby to a ballroom gets cluttered and out of control. Make sure the check-in process isn’t complicated and you’re not providing a ton of documents to each attendee as they attempt to get into the conference. Event-goers want to get straight to business and not linger around the registration desk. Once at their seats all materials should either be printed out or available digitally or even on a USB drive.
Sufficient Wi-Fi Access
Hotel wi-fi for events can be shifty. Connectivity sometimes can change literally by the steps you take across the ballroom. This can be a problem for attendees looking to surf the web on their phones or tablets. The solution is to visit the hotel beforehand to get an understanding of where the dead spots lie and if the connectivity is good enough overall. If it is lacking, then do some research on outsourcing the wi-fi through a vendor. If the wi-fi is sufficient, a hard line connection will typically be the best option if you are running devices off of a network and server that you brought to the venue.
Excellent Video Quality
Speakers at today’s events like to have videos alongside their Powerpoint presentations. Sometimes videos can be tricky because they lag in quality or the audio doesn’t come through. It’s a good idea to touch base with the AV tech to do a run through beforehand of the video that will play and make sure the audio is in good working order. If the video is being played via an online source like YouTube it might be smart to have a backup of the MP4 on the desktop in case connectivity fails. Even supplying the AV tech with a hard copy file via USB drive might be the best, safest option when playing videos.
Acceptable Microphone Functionality
Whether it’s with a handheld or lavalier microphone, there’s always the impending fear that there will be some sort of malfunction or interference. A sound check beforehand by the AV tech will eliminate this fear. Another thing to stay on top of is to make sure the batteries are fresh in each microphone and every speaker has ample time to get miked up before they get on stage. Having a back-up microphone at the ready is also a crucial element. The AV tech should also warn speakers that standing near the speakers may cause unnecessary feedback. Overall, the key here is to make sure you are communicating proactively with the AV tech and not expecting them to have the time or forethought to ensure these things are done for your event.