Those of us who are in the event planning business have attended at least a couple of events where we immediately picked out quite a few things that could have been planned better. This is normal because some people tend to do things differently than others. However, what we want to avoid at all cost is having the client and attendees realize that something is not quite right. It is very unfortunate to witness the facial expressions of the event planner when something begins to go downhill. We can almost feel the tension and stress begin to spread across the room. Below are highly recommended items you may want to double check a day before and the morning of the event.
Don’t lose your attendee’s focus and attention because of the room temperature. Arrange to have the thermostat pre-set with your venue contact. It is important to ensure that the room is not too hot or cold so that your guests are comfortable and attentive. A temperature of approximately 72 degrees Fahrenheit (22 degrees Celsius) is the ideal meeting room temperature. A study conducted by the Lawrence Berkeley National Laboratory in Berkley, California has shown that people exhibit the highest productivity levels in a room temperature of 71.6 degrees Fahrenheit when compared to other temperature variations.
Internet Not Working
You may be using the venues Wi-Fi, but it is recommended to have a backup Wi-Fi connection. Have a CradlePoint handy. It is a good investment, especially if your presentation will need an internet connection.
Audio Visual Glitches
Prior to the event, check for any background noises, and do an equipment and sound check. Make sure you check with your speaker in advance and a few days before to make sure they have no additional AV needs or requests. Provide tips to the speaker about what they can do to avoid any background noise. Make sure to disconnect any cables that will not be needed. Sometimes having extra cords plugged in but not actively transmitting any information tend to create a disturbing noise. If for some reason you cannot have an AV technician on site, always have an AV contact who you can reach out to in case of any emergency.