A useful event planning guide needs a large section on what exact equipment you will need. Have you ever been an event planner at an event and had the spine chilling moment when you realised that a vital bit of equipment had totally been forgotten about? Yep me to. That is one of the reasons I put this article together. The amount of technical equipment you will need will depend on what kind and size of event you are organising. A good Event Production Company will be able to advise you. A good place to start is to think about what media you want to use to get across your messages? Meanwhile, here are a few things to get you started.
Ask yourself and your speakers/presenters:
- What visual mediums will be used in presentations? PowerPoint slides, video, DVD?
- What type of screen is needed, a simple screen, projector and lap top, or a more complex stage set 燈光音響 with lighting and graphics? All of these may depend on the size of your audience generally the larger the audience the more equipment you will need.
- Plus, do you want, front, back or fly projection?
- Will you need a Public Performance License? i.e. for Videos or DVD’s or music you plan to play?
Now for some practical stuff..
- What size PA System and how many microphones do you need?
- What type of microphones do you need: Lapel, Hand Held or Lectern?
It’s handy to have backups too. I was at an event recently where there was a shortage of roving mikes available for a question and answer session. The audience was about 300. The client gave the organiser a significant grilling after the event. Remember that errors like this can often lose you and your company a significant contract. That is why planning ahead is so vital to run a successful event. Something that is necessary is a supply of mike runners, or mike stands. With many companies recording events to leverage afterwards having all questions on tape is vital. A few agile mike runners will ensure that everyone has a mike at the correct time.
How will the organising team communicate, can you use Walkie Talkies?
How many technicians will you need and can the Event Production Company provide the right amount of people resource as and when you need it?
Finally a really good event production company can tell your more about systems such as:
- Electronic badges,
- Data readers to collect bar code information,
- Credit card payments for offers made at events
All are increasingly being used at larger events. When you know exactly what it is used need, create your own mini event planning guide that is bespoke to your event. Sometimes the simplest
ideas are the best. Mine becomes my ‘event bible’!