Production Pointers for Your Next Conference

How many times have you awoken in a cold sweat, worrying about whether your opening session will work the way it’s supposed to?  We’ve all heard enough nightmare stories of presentations gone wrong to know that this is a common concern. Here are some quick pointers for conference planning that can help you eliminate potential problems at your next event.

Your Presenters

Always confirm with presenters the equipment they will need during their presentation.  Are they bringing their own laptops?  What kind of “clickers” would they like to use to advance their presentations?  Will they need laser pointers?

Have bottled water available to presenters at all times.  A speaker’s throat can get very dry after a short period of time. A bottle of water will provide welcome relief.

Don’t forget to rehearse!  Having a dry run, especially if it is a major event, can ensure that any glitches are dealt with in advance.

Keep presenters on schedule by providing a timer floor monitor in front of the stage.

Guest speakers bring an extra dimension to your conference. An expert commentator or journalist from your industry can offer an independent view on the marketplace and your relative performance and position.

Your Audience

For an audience to come with you on your meeting journey, a theme can help tie all the elements together.  Think creatively!

To really make an impact, treat meeting presentations like a show instead of just a way to deliver information. Video clips, demonstrations and audience participation can often do the trick.

Your Production Crew

Choose vendors you trust -- and then trust them. They know what it takes to get the job done and will tell you when seemingly small decisions might have an undesired impact.

Ask for a production schedule.  It is one of the most critical documents to your production crew in the days leading up to an event. The responsibilities of each member of the production crew should be defined precisely and in chronological order.  The schedule should also include all the essential details you have communicated to the producer or audio/visual manager.

Your Logistics

For maximum visibility, the bottom of the screens should be at least 48" from the floor.

Wireless equipment runs on batteries, so be sure to have spare batteries on hand.

The number of outlets visible in an event space is not related to the amount of electrical power available. Audio/visual equipment takes a lot of power and can overwhelm circuitry in even the largest ballroom.  Ask what the electrical capacities are in each meeting room before selecting equipment.

Be flexible. Things are going to change mid-stream. Be open minded and go with the flow.

While you can’t control all of the variables, a little extra preparation can help to put your mind at ease and ensure that your next event goes much more smoothly.

About Q Center

This article was provided by Q Center in St. Charles, IL. More than an ordinary business conference center, Q Center’s conference facilities provide lodging for more than 1,000 guests as well as dining, abundant recreation, top-flight technology and a host of customized conference services. For further information, please e-mail Communications@QCenter.com or visit www.QCenter.com.