PHASE 3
ONSITE | SHOWTIME
The preparation is completed, now it is time to start the event. Attendees are ready to arrive, absorb, learn and enjoy. This is the time where the details of planning pay off.
1. Event Organizers | Coordination and Flow
Well ahead of the event, our team’s organizer will have done a thorough site visit. Meeting with a sales director or banquet manager can create a familiarity with the property and determine details such as loading points, power requirements and room accessibility. Once on site, we often have limited setup time, so maintaining clear communication with the property manager is crucial to ensure a seamless process. This ongoing dialogue throughout the event ensures that everyone is well-informed and on the same page.
Our organizers not only oversee the current proceedings but are also proactively confirming the set arrangements for the future. For instance, they may check the travel arrangements and airport pickup for keynote speakers, ensuring that everything aligns according to schedule.
2. Registration | Attendee Apps | Security
Help desks give attendees the ability to arrive and to pick up all their needed attendance materials or turn to for information. The desks can not only be regriation points, but can be used for badge printing, needed printed collateral, local amenities etc. Having courteous and knowledgeable staff at the desk to assist guests is an overall positive impression and helps with the smooth flowing of the event.
RF chip badges to sign in for certain room conferences, as well as scanning personalized badges are frequently used for security, or confirmation that the holder was there. This is commonly used to prove attendance for those needing to gain ‘credits’ for Continuing Education classes.
Events can also have online Apps so that attendees can navigate the event and its agenda, also they can provide real time surveys, questionnaires, or voting to immediately make an event interactive and real-time responsive. This app software provides a database of attendees and, with a quick scan of a QR code to your phone, it can download an attendee’s contact info and provide the ability to make notes in a database.
At tradeshow or exhibition events, it also provides lead database capabilities.
Enhanced Security can also be provided with the use of metal detectors if desired.
3. The Technology and Technicians Behind the Experience
The Audio-Visual industry is evolving rapidly. With brighter images come larger screens and even giant LED Walls behind stages. For other technology, we can use fast internet connections for live feeds. Technology used at meetings has become many times better and cheaper, if not free.
Lighting too has evolved in defining a tone for an event providing a dynamic atmosphere, as to the Audio equipment and production capabilities. In pre-programmed sequences, dynamic lighting can bring a rush to any presentation.
All of the advanced equipment is complemented with specialized technicians, who are briefed of timelines and content and know how to maximize the presentation.
