In our previous blog we looked at 5 important preparatory elements to ensure your event hits the mark:
- Clarify your event objectives
- Agree the content
- Select a great venue
- Plan carefully
- Schedule (before, during and after)
In this second post we’ll dive into five more factors that will make or break the event.
6. Select a quality technical team
A classy venue, motivational speaker and great message can be killed by a poor technical team delivering the event.
- Ensure you, your event manager or communications agency select a good, experienced technical team to produce the event.
- Book them well in advance, ideally 6 to 8 weeks beforehand
- Brief the technical team in full
- Listen to them. They will have worked at the venue before and will be aware of what works and what does not. They also know the technology and its capabilities, and limitations
- Look after them. Keep them well fed, watered and accommodated and keep an eye on the total hours being worked
7. Understand the technical requirements
Even the smallest event is a coordinated presentation of several technical disciplines: video, sound, lighting, rigging and staging. Each one has to understand what they are required to deliver, when to do so and how they interact.
- Define the technical requirements by discipline
- Provide sufficient time for set-up, staging and rigging, technical checks, presentation rehearsals and at least one Q2Q step through
- Prepare a detailed onsite schedule from truck arrival through to departure
A successful event is the product of good communication between the client, the agency and technical team.
- While e-mails are likely to be the main method it is often more efficient to meet face to face or via conference call. It’s difficult to over-communicate!
- Ensure everyone is working from the latest and the same version of venue drawing, schedule, and show rundown
- Clarify and agree all costs before going to site, to enable smooth post-event cost reconciliation
- The technical manager is responsible for on-site safety, delivery quality and schedule adherence. He/she should brief the technical team before the build begins
9. Respect Health & Safety
Live events in the build up state can be dangerous places, but these risks are minimised through a professional and robust approach to health and safety. If your technical partner does not take health and safety seriously, you have the wrong team!
- Plan carefully for health and safety, not just for equipment and set but for the crew
- Work closely with the venue. They will have a full understanding of the health and safety requirements for their location
- Prepare and submit your Risk Assessment and Method statement in plenty time
- Make sure that all set materials have fire retardant certification
- Create detail room plans, elevations and section with detail for H&S, giving carefully consideration to fire exits.
10. It’s all about teamwork
- Work with partners who not only have good technical skills, but who listen, communicate and work well with others involved in the event
- Every person has an important role to deliver in the technical production and therefore make sure that everyone feels part of the team
- The show is not over until the venue is cleared, equipment loaded and the truck doors are closed
Delivering a successful event does not happen by chance and equipped with these 10 Tips you will not need to rely on serendipity for your next event.
10 Event Tips were developed by Andy Watterston, Technical Project Manager at Media Powerhouse. Andy may be contacted on 020 8236 0331 or firstname.lastname@example.org