An Event Management Guide: Manage The Technical Aspects With Ease

Are you tired of dealing with technical difficulties during your events? Are you overwhelmed by the continuously evolving event technology? If yes, read on! Technology is undoubtedly the most crucial aspect of event management.

No, we are not denying the importance of event planning skills. However, in today’s world, no event is possible without technology- from sound systems to lighting, AV equipment to live streaming, technology has become an integral part of event management.

Key Technical Components That Are Typically Needed In An In-Person Event:

• Audio Equipment:

Be it a concert or conference, audio equipment is the most important aspect of event technology, which includes microphones, speakers, amplifiers, mixing boards, and sound systems.

• Lighting Equipment:

It includes stage lighting, ambient lighting, and decorative lighting. It helps to create the right atmosphere and mood for the event.

• Video Equipment:

Video equipment includes projectors, screens, and video cameras. These are essential for presentations, live streaming, and recording of the event.

• Power Distribution:

Power distribution systems are essential for running all the technical components of an event. This includes backup power sources and generators.

• Rigging:

Rigging refers to the process of suspending and securing equipment such as lighting, sound, and video systems from the ceiling or other structures. This involves using specialized hardware and techniques to ensure that the equipment is safely and securely supported and does not pose a risk to performers, crew, or attendees.

• Networks:

This includes the setup and management of the internet and communication infrastructure required for the event, such as Wi-Fi, LAN, and WAN.

• Special Effects:

Special effects, such as fog machines, pyrotechnics, and confetti cannons, can add an extra dimension to the event and enhance the overall experience.

• Event Management Software:

Event management software is one of the most sought-after event technology solutions in the current times. It provides event planners with a comprehensive tool for managing the various aspects of their event, including registration, ticketing, scheduling, logistics and analyzing event data.

• Audience Response Systems:

Audience response systems enable event organizers to collect feedback and engage with attendees in real time during presentations or Q&A sessions. These systems often include features such as live polling, surveys, and chat functionality.

According to a recent study, the role of event manager/ event coordinator has been ranked as the fifth most stressful profession.⁽¹⁾ Event management becomes all the more complex when event technology comes into the picture. To simplify it, we got you a successful event planning guide!

A Step-By-Step Guide On How To Manage The Technical Aspects Of Your Event:

1. Understand Your Needs:

The first step in creating an event strategy is to understand your needs, especially your technical needs. Create a checklist of all the technical components you require, including sound, lighting, video, staging, and other equipment.

But how do you determine these requirements? Understand the purpose of your event and specify the type of event you are hosting, whether it is a conference, seminar, or trade show. Further, determine the number of attendees that will be present at the event. All of this will help you decide what kind of technical equipment and support you will need for your event.

2. Create A Budget:

Once you have created a detailed list of technical equipment and services required for the event, determine the number of units needed, hours of use, and any special features or configurations. Research the cost of equipment rental or purchase, technician wages, and any other fees associated with the equipment and services. You must get quotes from multiple vendors to compare prices and services.

Always communicate your technical budget to all stakeholders involved in the event planning process to ensure that everyone is on the same page and there are no surprises during the execution phase. Lastly, as event management professionals, we suggest you to always factor in any unforeseen expenses that may arise during the event.

3. Choose The Right Venue

Look for a venue that has the necessary power, internet connectivity, and space to accommodate your technical needs. Next, assess the acoustics, lighting, and staging options to ensure they meet your event’s requirements.

Do confirm that there are no limitations or restrictions on the use of any equipment or services. And most importantly, evaluate the venue’s staff and technical support to check if they have people who can assist you with the setup, operation, and troubleshooting of equipment.

4. Develop A Technical Plan

Create a technical plan that outlines all the technical components of your event. This plan should include a detailed layout of the stage and seating area, the sound and lighting systems, and any other technical requirements you may have. This plan should have the technical team responsible for implementing the plan, including the roles and responsibilities of each team member. It should also have a timeline that outlines when each component will be installed and tested.

Make sure you have contingency plans to address any technical issues that may arise during the event, particularly equipment failure, power outages, and network connectivity issues.

5. Have Backup Equipment:

Having backup equipment is crucial in case of any technical failures or malfunctions during an event. Start by identifying the most critical equipment and the level of redundancy needed. Accordingly, source the backup equipment.

The most common mistake at this stage could be NOT testing the backup equipment. You must test the backup equipment before the event to ensure that it is working correctly and can be quickly deployed if needed.

6. Conduct A Technical Run-through:

Be it your physical event or virtual event, a technical run-through is a must. It is a rehearsal of the technical aspects of an event to ensure that all equipment and systems are working correctly and that any potential technical issues are identified and resolved before the event. This is also an opportunity to train the technical staff on how to operate the equipment and systems and address any issues that may arise during the event.

Set aside time before the event to conduct the technical run-through and make sure you have all the technical staff present during this dry run.

7. Hire A Professional Technical Team:

A professional technical team is essential in ensuring the success of your event. They typically have access to high-quality equipment and systems that can help enhance the quality of your event. In fact, they can also advise you on the most suitable equipment for your event and help you choose the best option based on your requirements and budget. They have experience working with different types of equipment and systems and can quickly troubleshoot any issues that may arise during the event.

Overall, they bring expertise, experience, quality equipment, and peace of mind to your event, saving you time and costs.

8. Monitor The Event:

When technical issues arise during an event, monitoring can help identify and troubleshoot the issue quickly, minimizing downtime and reducing the impact on attendees. Further, monitoring can help detect and prevent security threats, such as cyber-attacks or unauthorized access to the event systems.

Monitoring should ideally be done by a dedicated technical staff who have access to all the equipment and are ready to handle any problems. And as we said, always have a backup plan to deal with emergency cases of technical issues or equipment failure.

Conclusion:

Undoubtedly, technology plays a critical role whether it’s a corporate event like a seminar or conference or it’s a non-corporate event like a wedding or concert. The extent and type may vary. What primarily remains similar is the process of modern event management and best practices in event management. Now that we have discussed them in the blog, you can apply these principles to plan and execute successful events.

Remember to stay organized, communicate effectively with your team and stakeholders, and be proactive in addressing any challenges that arise. With careful planning, attention to detail, and efficient event coordination, you can deliver a great experience to your attendees while achieving your goals.

Are you planning an event but feeling overwhelmed by the technical aspects? With 25 years of experience as an event management company in Noida, Channel Technologies got you covered from determining your technical requirements to conducting dry runs and monitoring everything!

FAQs:

What do event management professionals do?

Event management professionals plan, organize, and execute events of all types. They are responsible for managing every aspect of the event, from developing a concept to executing the logistics on the day of the event.

Their services can also include selecting and booking a venue, coordinating with vendors such as caterers and AV companies, creating and managing budgets, designing and implementing marketing strategies, managing event registration and ticketing, coordinating transportation and accommodations, and overseeing the event production itself.

Some event companies like Channel Technologies can also help bring relevant audiences and speakers.

What is event technology?

Event technology refers to the use of technology to enhance the planning, execution, and overall experience of an event. This can include a variety of tools and platforms, such as event management software, mobile apps, virtual and augmented reality, and audio-visual equipment.

What is the advantage of event technology?

Event technology offers several advantages for event organizers, including:

1. Streamlining processes
2. Enhancing attendee experience
3. Improving event insights
4. Saving costs

What are the 5 steps for event coordination?

1. Defining the objectives and creating a plan to achieve them.
2. Planning and organizing the logistics, creating a budget, selecting a venue, coordinating vendors, and creating a timeline for the event.
3. Creating and executing a marketing strategy to reach the target audience.
4. Executing the event which involves coordinating with vendors, managing the flow of the event, and ensuring everything runs smoothly.
5. Post-event evaluation which involves assessing the success of the event, reviewing feedback from attendees, and identifying areas for improvement for future events.