Throwing a major corporate event is challenging, and you’re bound to run into a few hiccups here and there. Spot-checking small details helps avoid major issues, and will also help you deal with any problems that may arise.
The following checklist from BizBash highlights a few things you should check and double-check before kicking off your next event:
1. Check the lighting
When it comes to lighting, there’s a big difference between concept and execution. Hiring a professional can help alleviate any major issues, but if you take on lighting responsibilities yourself, you need to examine the effects from every angle. For example, a lighting setup could make the stage look great, but if it’s overdone you could be blinding the individual on stage. When needed and possible, the technical pros at Fourth Wall Events check the lighting 24 hours prior to the start of an event especially if it is outdoors. It’s important to test the lighting in the same conditions as when your event will be occurring.
2. How’s the view?
Attendee satisfaction is very important, and a bad view of the stage is a fast way to turn a good time into a negative experience. Take time to see the audience’s sight lines from every section and make adjustments if there are any obstructions.
There are few things more embarrassing for your brand than a presentation with misspelled or inaccurate slides. Run everything through a spellcheck program, and let multiple people weigh in for a fresh perspective. All audio and video files should be played ahead of time to ensure they work.
Conducting a soundcheck is one of the most important elements of this checklist. A professional AV company will ensure the proper placement of speakers and monitor all the sound levels. To avoid any issues mid-presentation, place a backup wireless handheld microphone nearby in case the main system goes out.
5. How’s the Wi-Fi?
Your guests need Wi-Fi. Not only will strong Internet connectivity allow attendees to connect with each other, but it will also give them an opportunity to promote the event on social media. It’s essential to confirm the Internet is connected, and there are no dead spots.
6. Prepare the presenters
There are numerous moving parts to a presentation – both onstage and behind the scenes. Your presenters should know the exact location of everything, from teleprompters and microphones to bathrooms and refreshments.
7. Attendee safety
A reputable venue should be able to handle crowd control and security, but you should also consider small aspects that could cause injury. Have you checked that all cables and lines are taped down or tucked away? Are all speakers and heavy equipment secure? An attendee injury is an awful way to ruin a great event.