What Went Wrong? Pre-problem Solving For An Issue Free Conference Event

One of our long standing clients in the motor insurance sector recently asked us to deliver their annual company-wide conference. As always, the event was a great success, and while we love writing about how well our conferences and team building events go, we also analyse each and every one of them to make sure we’re learning from every possible outcome, whether it happens or not.

Capturing issues early and engineering work arounds before the event is one of the ways we really add value for our clients. After all, post-conference 20-20 hindsight won’t help you have a perfect event.

So, what would have gone wrong on this particular day?

Itinerary timings – speakers know their allocated timings and yet so often enthusiasm means a presentation runs over – and strangely the average is 10 minutes! This could result in missed comfort breaks, teambuilding activities running behind, a late lunch and a restless and hungry audience. With the co-operation of the client organiser we built in extended timings for refreshments and lunch beforehand and as we always recommend leaving detailed timings off the delegate itineraries – when the inevitable happened – the time was regained without impacting the audience’s experience.

Exhibition – With this being the first year that our client had organised an exhibition as part of the itinerary, the list of internal exhibitors was extensive, the IT requirements were varied but the budget was very limited! Many of the exhibitors would bring their own laptops, tablets and projectors to hook up to our plasma screens and knowing how complicated hooking up incompatible devices with the wrong cables can be we produced an ‘IT cables’ guide which allowed the exhibitors to see the names, pictures and descriptions of the cables available to them onsite. Not one exhibitor arrived without the right adapters so were all able to display their content and of course we had spare cables in stock just in case!

AV Autocue – as the speaker itinerary developed and more hosts became involved for each different section, it became obvious that the number of people wanting to use the autocue system would not allow time between each speaker to manually set the autocue glass height to suit them. With only a few weeks to go, we addressed this by switching to an electric glass system to allow us to reset the height remotely between presenters, avoid unsightly delays between sessions and allow each speaker to see their script – a rather critical essential!

But like any event organiser knows, there are some things that you just can’t plan for! Such was the case when after rehearsal, changes were needed to slides in EVERY presentation. Fortunately, over the years our team has learnt to be ready for anything so powered by coffee and sugar we worked into the small hours to complete the changes.

Great event planning really is one of the major keys to any successful conference or exhibition event and avoiding potential problems on the day. But when the unavoidable happens, a flexible expert event management team on the day is worth their weight in gold!

Get in touch with us if you’d like your next team building or conference event to be taken care of by an Events Company who will look for the potential issues during planning.


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