Anticipate on your event’s technical issues

Anticipate on your event’s technical issues

When you plan an event, dozens of things could go wrong. Gen­er­al­ly, only one or two real­ly do go wrong. Most of these are tech-relat­ed and some will cause minor inci­dents while oth­ers could jeop­ar­dise your event. As the event plan­ner you need to be aware of these poten­tial prob­lems to find ways to solve them if they occur at the wrong time.

Con­tents

  1. Reg­is­tra­tion and con­trol issues
  2. Video pro­jec­tion equip­ment
  3. Wi-Fi fail­ure
  4. Radio inter­fer­ence
  5. Areas with­out net­work cov­er­age

1. Registration and control issues

Gone are the days when we need­ed to take book­ings with a pen and paper. With the advent of online solu­tions, the book­ing process can be pre­pared in advance, remote­ly, and shared with many. Your atten­dees can reg­is­ter when­ev­er they like, in a few sec­onds, using a phone or a lap­top.

It also means the end of queue­ing. If your atten­dees have reg­is­tered online, you only need to con­trol their book­ing using the WeezA­c­cess mobile app — or our pro­fes­sion­al equip­ment if nec­es­sary. In case an issue aris­es, a back­up solu­tion is to print the atten­dees list auto­mat­i­cal­ly cre­at­ed as book­ings are saved. You can always access data about the peo­ple who actu­al­ly attend­ed lat­er on.

2. Video projection equipment

If your event includes speak­ers, it is like­ly that they will have Pow­er­Point or Google Slide pre­sen­ta­tions, or videos to show. They may even do their pre­sen­ta­tion remote­ly, via a live stream­ing soft­ware. In an ide­al world, the audio and video qual­i­ty is per­fect thanks to the advance­ment of the var­i­ous required tech­nolo­gies. But of course it is not always the case. A low inter­net speed, for instance, can mean a long load­ing time for videos, or even fail­ure to load at all.

When you plan to plan videos from YouTube or oth­er plat­forms, we rec­om­mend that you down­load them first onto a hard dri­ve or USB stick. This will pre­vent moments of pan­ic.

Final­ly, if your speak­er is remote and needs to use a live stream­ing plat­form, as him or her to send you a pre-record­ed video that you will play only in case there is a major issue. Ensure that the video cov­ers the same top­ics and that it’s of an equiv­a­lent length to that of the speak­ing assign­ment.

3. Wi-Fi failure

In order to avoid what you fear the most, i.e. Wi-fi fail­ure, ensure that you add some­one to your team who is knowl­edge­able in the tech and equip­ment used. Mit­i­gate the risk by choos­ing the most expe­ri­enced ser­vice providers on the mar­ket. There is noth­ing more reas­sur­ing than to work with experts. They can, for instance, set-up a back­up Wi-fi net­work in case your main net­work fails. Assess your needs pre­cise­ly — num­ber of peo­ple and devices con­nect­ed to the Wi-fi — so that your provider can best adapt their set-up.

We strong­ly rec­om­mend that you test the inter­net speed before the event. A sim­ple speed test search on Google will lead you to easy-to-use and free options.

4. Radio interference

Radio fre­quen­cies emit­ted by phones’ and oth­er devices’ net­works and blue­tooth con­nec­tions can inter­fere with the Wi-fi net­work. Your IT expert is in charge of fix­ing these dis­tur­bances.

5. Areas without network coverage

It is very annoy­ing to be some­where with no net­work cov­er­age. Your atten­dees will most cer­tain­ly be unpleas­ant­ly sur­prised if they can­not make phone calls or send mes­sages — whether this is true for the entire venue or a restrict­ed area where they are spend­ing a lot of their time. A lack of net­work cov­er­age can also com­pli­cate com­mu­ni­ca­tion between your staff mem­bers and affect the qual­i­ty of your event. You should test the var­i­ous areas of your event venue to ensure that phones have ser­vice every­where. If not, you can either fix it or set-up a ded­i­cat­ed area where there is a great cov­er­age. Be mind­ful about over­load­ing the net­work if too many peo­ple gath­er in the same place, how­ev­er.

A suit­able solu­tion is to install a sig­nal ampli­fi­er, as an anten­na. These devices are usu­al­ly very effi­cient.

Tech­ni­cal issues can occur, even with the best prepa­ra­tion and a lot of effort. Rely on back­up solu­tions and you will see that most issues can be solved.

At the same time, make your life eas­i­er using an all-in-one tick­et­ing solu­tion that will nev­er let you down. Dis­cov­er the ben­e­fits of Weezevent’s ser­vices by click­ing below:

Find out more

Share this article