As experienced meeting planners know, the success of any live event starts well before the meeting.
There are so many decisions to be made including the location, venue, food, and cost. Some of the most important decisions a meeting planner will make are choosing which technologies will be adopted and determining how they will be integrated with the program.
To ensure a successful live meeting technology rollout, meeting planners should develop these three habits:
1. Evaluate Carefully
So, how do you choose the right event technology for your organization when there are so many to choose from? Here are a few questions you should consider:
-Have you seen them in action?
Most people are more comfortable and confident with things they’re familiar with. Additionally, one of the best ways to predict a company’s future performance is by looking at their past. Make sure you have experienced a live version or live simulation of the product before moving forward.
-What is their reputation?
Do people enjoy working with them? If possible, call some of their clients to ask how the technology provider and the technology itself has performed. Or, simply do some research on the internet to see what others say about the company and their products.
-Are they responsive?
Do they respond to your emails or phone calls in a timely manner? When you have questions, you want answers quickly so you can tackle the next thing on your list. You should never have to fight for the attention of your service providers.
-Do they have innovative ideas?
Choosing an event technology partner should solve problems, not create them. New technology can be overwhelming and confusing, so an affective vendor should be able to explain the product, execution processes, and timeline to you in a clear and concise manner. Your technology vendor should be as committed to ensuring a successful event as you are.
Here is an in-depth guide to evaluating meeting technology options and ensuring that you are asking the right questions:
2. Communicate Effectively
Once you’ve selected your partner, contact the Program Manager (or person who is ultimately responsible for the implementation of your event technology). Here are some helpful tips for communication with any vendor to ensure your event goes off without a hitch:
- Clearly communicate your end goal (with all parties). You must know your destination before you can determine how to get there.
- Be specific! The more information you provide to your technology partner, the more likely the live event will run flawlessly.
- Source solutions. Once you’ve communicated your end goal to your technology partner, they should give you multiple options to achieve that goal. Let them assist in coming up with creative and unique solutions.
3. Anticipate the Unexpected
We all know things are hectic the morning of a live event, so take care of as many technical requirements as you can the day before. Here are a few ways to make sure your last-minute questions are addressed and your final changes are made:
- Gather all necessary parties
Schedule time with your presenters onsite to ensure everyone understands the logistics and details of the live event. This also gives you the opportunity to provide presenters with tips on how to maximize the features within the event technology.
- Have a dress rehearsal
Make sure to set aside time to run through the event with all essential parties. Ideally, this occurs the day before the show to allow you to identify any nuances you hadn’t previously thought of and make any necessary changes.
- Ask questions
Take advantage of the opportunity to ask any questions you might have directly to the Production Manager or Technical Director, who will be running the technology at your event to ensure you are prepared as possible.
Once you find a technology partner you know and trust, you will find a rhythm and be able to get through each step quickly. Good technology companies will learn your requirements and anticipate your needs on future meetings to streamline as many elements as possible. While it seems like a lot of work on the front end, these steps will not only save you a headache on the day of the event , they will also provide the foundation for seamless rollouts in the future.