Organising an event or conference and you need integrated AV and/or IT? Don’t know how to start? We hope our start-up tips will make your life as a planner a lot easier! Our tips are easy, but will save you a lot of time when organising your technical support.
- Define the objective of your event
- What is the goal of your conference?
- How do you want to make the objective clear to your visitors?
- What kind of experience do you want to achieve?
- Never think you have to figure out by yourself what you need in terms of AV
- Make it clear to your supplier what your objective of the conference is and they will support you in facilitating a tailor made solution.
- So don’t feel embarrassed if you do not know what you need in terms of equipment.
- Specify your wishes/necessities
- What kind of general solutions do you need?
- Will the programme include a spectacular opening ceremony?
- Do you need IT support as well? Think about presentation management or ‘branded’ digital signage for example.
- Do you want to integrate the corporate identity of your event into the technical solutions?
- Will your conference include break-out sessions? If yes, how many?
- Does the venue offer enough rooms to accommodate your visitors/delegates?
- Be prepared on the operational details (they seem obvious, but are actually quite convenient)
- How many people will attend your event?
- What are the operational hours? When can we build up or break down?
- What is the name, location and map of the venue?
- Who is the contact person onsite during build up/during the event/ break down?
- Do you have sub-sessions during your event and how many rooms do you need?
- Will you work with presentations during the conference? If yes, how many?
- Don’t stress out; leave the details to the specialists!