07 Jul 2017

Whilst increasingly sophisticated technology has opened a plethora of doors for the event organiser and made life a whole lot easier in a variety of ways, it’s important to be aware that tech is never a failsafe option. Whilst a laptop giving up the ghost or a printer breaking down at a crucial moment can be irritating in our personal lives, when tech decides to fail you at an event, it can potentially be a disaster.

Whilst you can’t fully guard against every potential mishap, you can put measures in place to prevent the common issues occurring. Plus, it always pays to have a Plan B; that way, if technology should let you down on the big day, you can spring into action like a well-oiled machine.

#1 Unfiltered content emergency

One moment you’re buzzing around an event without a care in the world, the next you realise that the social media wall, which has been running so successfully, has flashed up with something… unsavoury. In order to avoid this embarrassing situation, it’s important to be aware of how this can happen – it’s all due to hashtags. In order for delegates to contribute to a wall, an event hashtag or two is a must; just be very wary of hashtags that are too general. It’s always a good idea to have someone dedicated to filtering social media, so that any unexpected or unwelcome content can be quickly managed and live feedback is sufficiently monitored. For example, visitors today are quick to jump on social media to complain about toilets or queues, so keeping a constant eye on the stream will help you quickly iron out any live problems as well as virtual ones.

#2 Microphone fail

Unless you want just the front row of attendees to get the benefit of a keynote speaker’s words of wisdom, ensure you choose an AV company that you can rely on. Good AV partners will have a solid contingency plan for pretty much any tech-fail, from projector to microphone, with spares, back-ups and switch-overs waiting in the wings for seamless transitions. We always pay due care and attention to the appropriate, preliminary AV checks before the event gets underway in order to minimise the chances of anything going wrong. If any glitches do occur in a live situation, our clients always say they feel in safe hands with Team DB on site as our experienced techs are lightning-quick to resolve any issues as smoothly as possible.

#3 Offline nightmare

An event’s Wi-Fi connection can make or break an event. For instance, the ability to live-link a presenter from abroad can mean you secure a hugely attractive speaker who might otherwise not be available to you – but if the Wi-Fi cuts out, it can be a terrifying experience. Additionally, event apps are gaining traction in the industry and, if you have encouraged delegates to download your app with lots of hype, they won’t be best impressed if it fails to work. First and foremost, a reliable Wi-Fi connection is a must – we have plenty of experience providing this, even in unusual or outside venues. It is also essential with live-linking that you schedule a run-through to make sure everything is acting as it should. Finally, check with your app provider to find out what sort of pre-loaded content will still be available to delegates in offline mode to minimise the impact of a Wi-Fi fail.

Tech can be your best friend at an event but, handled incorrectly, it can be your worst enemy. Team up with a vendor you can trust to ensure that yours goes off without a hitch. If you’re looking for a safe pair of hands for your AV and Wi-Fi needs, give us a call, we will be happy to help!

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