Many companies nowadays rely on technology when hosting trade shows, training seminars, and other events. This isn’t really surprising since modern innovations make it easier for the organizers to increase attendance rates, provide attendees with the information they need, and make the event successful.
However, even the most advanced software and devices can develop issues, which could negatively impact the guests’ experience. Fortunately, if you’re planning a corporate event, you can do something to prepare for these issues and ensure they won’t disrupt your event. We’ve listed some of the most common problems and their solutions.
Problem: App crashes
Solution: Use pen and paper
Like many organizers, you might decide to use an event app to send push notifications to your guests and allow them to register on the day of the event. Unfortunately, apps can sometimes crash, which means that your guests will find it hard to access event details and sign in to enjoy the activities for the day.
To deal with this issue, make sure to have pens and paper logbooks on hand to allow attendees to register (you can transfer the details to the app later on). You should also have printed copies of daily schedules, venue maps, and other relevant information and hand them out to guests so they’ll have all the info they need in case an app or service goes down.
Problem: Audio-visual malfunctions
Solution: Go back to basics
Most AV equipment nowadays are designed to be reliable and have excellent performance. Because of their reliability, you can’t predict if or when they’ll have a breakdown. As a result, you need to have a backup plan on hand to ensure you’re ready for anything that would happen.
For instance, if your speakers are planning to use multimedia slides as a visual aid, ask them for a copy of their presentations. Format the content into a word document, print out the pages, and create photocopies of them, which you can then hand out to your guests. This way, even if the laptop and/or projector you use fails to work, your event attendees can still have something to refer to as they listen to your speakers.
The same holds true for microphones. If you’re planning to give lavalier mics to your speakers, make sure to have several handheld microphones as a backup in case the hands-free ones break down.
Problem: Slow or non-functioning Wi-Fi
Solution: Have the latest router on hand
More likely than not, your guests will use Wi-Fi during your event to check their email, post photos on social media, and do other things. You and your team will also need a good internet connection to live-stream talks from your speakers and efficiently communicate with each other. Because of these, you can expect your Wi-Fi connection to be slow and stuttering due to the heavy amount of traffic it would need to handle.
To fix this, check with the conference space you’re hiring and see if the venue has installed the latest router. New routers are designed to automatically switch to a different channel whenever there’s too much interference in the original channel. As a result, you and your guests will experience fast Wi-Fi speeds at all times.
These are some of the most common event tech problems and the solutions you can explore. If you’re still looking for an event venue, get in touch with Oakwood Resort. We’re a premium conference room rental provider who offers high-quality venue options to companies from Warsaw, Goshen, Elkhart, South Bend, Fort Wayne, and other nearby areas. Contact us today to learn more about our services!