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3 Pre-Event Habits To Improve Your Event Technology Rollout

Melanie Conrardy
on 08/30/18 04:49 PM

Melanie Conrardy is a Senior Client Success Manager at Educational Measures. She’s been with EM for over 8 years and has held a variety of positions, from Data Coordinator to Senior Project Manager. When she’s not at work, she enjoys hiking and traveling with her husband and two children.

Do you want to know the secret to a flawless event technology rollout? As experienced meeting planners know, the success of any live event starts with careful planning before the meeting. Deciding on location, venue, food, and cost are all essential but there are other key decisions that can make or break your event. One of those is choosing which technologies to adopt and how to integrate them with the program. I'm going to walk you through 3 habits to ensure a successful live meeting technology rollout. Let's get started.

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Habits to Ensure Successful Live Meeting Technology Rollout

1. Evaluate Carefully

With so many to choose from, selecting the right event technology and provider for your organization is a tall order. Here are some considerations to help you narrow the field:

Have you seen the technology in action?

One of the best ways to predict an event technology's future performance is by seeing it in action. Make sure you have experienced a live version or seen a live demo of the product before moving forward.

What is the technology provider's reputation?

Are clients delighted with the company and its product? You'll want to dig deeply here. If possible, contact some of the provider's clients to ask how the company and the technology itself has performed. Has it solved their clients' problems? Be sure to research the internet and see what others say about the company and their products. If you see anything less that top-notch ratings, you may want to consider another provider.

Test the technology provider's responsiveness

What's their customer service like? 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 your 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:

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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 partner 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 

Just as you'd do a run-through with your key presenters, you should plan the same for your technology. 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.  Your on-site team should be one of your best resources.

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. This will streamline as many elements as possible for your future meetings. Does it seem like a lot of like a lot of work on the front end? Rest assured, these steps will ensure a flawless technology execution on the day of your event. It will also pave the way for seamless rollouts in the future.

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