The best way to avoid technical issues is to prevent them from happening in the first place. That means planning ahead and testing your event technology and tools before the event. You should also have a backup plan in case something goes wrong. For example, you can have a backup device, a backup speaker, a backup platform, or a backup venue ready to use if needed. You should also communicate with your team, your speakers, and your vendors about the technical requirements and expectations for the event.
Working in the Audio Visual Service industry, I have learned that nothing is better than a checklist, you can never have too many checklists. In example we have; quality assurance checks to ensure our equipment will function properly at the venue; checklists for run of show and documentation, staff requirement checklists per event, and so on. Keeping checklists handy has proven to keep Murphy and his Laws at bay.
If you fail to plan, you plan to fail! Always think about situations that might happen and at least think of how you'd react and solve the issue. Of course, there's a healthy balance of planning and execution and nothing will be perfect! Our wisdom from our wealth of experiences with events will guide us 💖
A couple things I found helpful specific to in-person event technology use includes restarting all show computers prior to the first rehearsal leading up to the main event. This allows them to run at optimal speeds and reboots connections you can test/troubleshoot before speaker call times. As for microphones and lav receivers, consider changing out the rechargeable batteries after a rehearsal. This allows you to have fully charged batteries for the main event, and have backups on-hand with an audio tech positioned closest to the stage.
A proactive approach is key. Regular checks and having a tech team on standby ensure quick resolution. Pre-event run-throughs and contingency planning are crucial for seamless event execution
I make sure to have a backup plan for every technical aspect and have spare equipment available. I conduct comprehensive tests of all equipment before the event starts to ensure that it is working properly. I ensure that there are specialized technicians on site during the event who can intervene immediately to solve any technical problem. I establish effective communication channels between the technical and administrative team to report any problem. I make sure that each member of the team is trained and knows their role well and how to deal with common problems. After the event ends, I review and analyze all technical errors that occurred to ensure that they are not repeated in the future
During the event, you should monitor the performance and feedback of your event technology and tools. You can use tools like Google Analytics, Zoom, or Eventbrite to track the attendance, engagement, and satisfaction of your attendees. You can also use tools like Slack, WhatsApp, or Telegram to communicate with your team, your speakers, and your vendors in real time. You should also communicate with your attendees about any technical issues that may arise and how you are addressing them. You can use tools like email, social media, or chatbots to inform and update your attendees.
Communication and observation is key during events. Regularly monitor equipment and communication channels to identify potential issues early. It is important to establish clear lines of communication with the team to swiftly address emerging problems and keep everyone informed. Sometimes working in venues where comms are limited or aren't available, using a modern platform like Microsoft Teams is a good way to communicate, throughout the setup, pre show and event itself.
Effective monitoring and communication are essential for a smooth event experience, and Dreamcast excels in providing these solutions. Use Dreamcast event CRM and attendee tracking software to track performance and attendee engagement in real-time. Regularly check the health of event systems and collect feedback through in-app surveys and live polls. For communication, maintain constant contact with your team via Slack or WhatsApp, and keep open lines with vendors. Update attendees through email, SMS, and social media about any technical issues. Establish clear protocols and a crisis communication plan to address problems promptly. With Dreamcast, this proactive approach ensures a seamless and successful event.
Assign someone to monitor the event technology and tools. This person or team should be responsible for checking on the equipment, as well as the attendance, engagement, and satisfaction of the attendees. Have a plan for communicating with attendees about technical issues. This plan should include how you will let attendees know about the issue, how you will keep them updated on its status, and how you will apologize for any inconvenience. Be ready to answer questions and provide updates as needed. Your team should be prepared to answer questions from attendees about the technical issue and to provide updates on its status.
This goes for equipment as well. Any decent technical provider should have their equipment networked, and use the tools to monitor critical equipment (such as projectors, amplifiers, radio mics etc)
Keeping tabs on how things are unfolding and staying connected is crucial during events. It's like being a good host, checking in to see if everyone's enjoying and fixing any issues that pop up. Tools like Eventbrite can show if people are engaged, while a simple group chat on WhatsApp can help sort out last-minute details with the team. If there's a tech glitch, a quick email or social media post can keep attendees updated. It's all about using a few handy tools to keep the conversation flowing and ensure a smooth event.
If you encounter a technical issue during the event, you should troubleshoot and resolve it as soon as possible. You should have a checklist or a flowchart to guide you through the steps of troubleshooting and resolving the issue. You should also have a support team or a help desk to assist you and your attendees with any technical problems. You should also document and report the issue and how you solved it for future reference and improvement.
Tech notes are critical for repairs and technical issues. It makes everyone accountable from your av specialist to your repair team. Always close the loop and don't let the issue be open without a timely resolution.
There’s always a risk of something going wrong, no matter the amount of planning that goes into an event. If it does, take a breath. Think about all the scenarios and talk it through with the people around you. Don’t have a knee jerk reaction, unless it’s life threatening and action needs to be immediately taken. The best ideas and solutions often come from time to consider all options.
When a tech issue arises during an event, it's important to stay calm and tackle it promptly. Having a checklist can guide you on what steps to take to figure out and fix the issue. It’s like having a roadmap during a detour. A support team or a help desk is also crucial; they are there to help you and the attendees if any technical problems pop up. Once the issue is resolved, documenting what happened and how it was solved is really helpful. It's a way to learn and prepare better for next time, ensuring each event runs more smoothly than the last.
Be prepared. Before the event, have a plan for how you will troubleshoot and resolve technical issues. This plan should include who is responsible for troubleshooting, what resources they will have, and how they will communicate with each other. Be positive. Show your attendees that you are committed to resolving the issue and that you are confident that you will be able to do so.
I tend to adopt the "plug the hole" approach when troubleshooting during an event. Prioritising speed and temporary solutions during the event to maintain seamless continuity. These interim fixes should ensure the event's smooth flow until more comprehensive resolutions can be implemented during breaks or for subsequent shows. Of course always keeping safety in mind when troubleshooting. Discussing potential problems and having a back up plan is crucial to successful troubleshooting. Having surplus resources for the event. And also experience and confidence troubleshooting.
After the event, you should evaluate and review the performance and feedback of your event technology and tools. You should also collect and analyze the data and insights from your event to identify the strengths and weaknesses of your event technology and tools. You should also solicit and listen to the feedback and suggestions from your team, your speakers, your vendors, and your attendees. You should then use this information to learn and improve your event technology and tools for your next event.
É muito importante esse feedback pós evento. Avaliar se o que foi planejado não funcionou, avaliar se o fornecedor contratado não funcionou - material ou operação ou ambos, e voltar ao problema com quem ou o que foi identificado como responsável. Esse é um dos melhores caminhos para se evitar a repetição do problema em futuras edições!
In my experience, we should seriously analyse the problem, find a better solution for the moment and, after the event and in the new event, we need to pay attention to this point so that it doesn't happen again.
After every event, it's important to take some time to reflect on what happened, how you responded, and how you can avoid the same issues in the future.
After an event, it's like sitting down with a cup of coffee and going over the party photos. You see what clicked and what didn’t. Collecting thoughts from the team and feedback from attendees helps paint a clearer picture. Did the tech tools do the job? Was everyone able to join in easily? Looking over this feedback is like gathering notes for the next party, helping ensure the tech adds to the fun, making things smoother next time around.
After the event, it's important to take a step back and see how the technology and tools performed. Collecting feedback from your team, speakers, vendors, and attendees gives you a fuller picture of what worked well and what didn't. It's like gathering everyone's thoughts after a group project. Looking over the data from the event can also show you some clear areas for improvement. Taking all this information and using it to tweak or change your tech tools for the next event is key. It's a way to make each event better than the last, ensuring the tech enhances the experience, not hinder it.
1- Identify the problem. 2- Be the first to add your personal experience. 3- Communicate the situation. 4- Implement a backup plan. 5- Fix the problem. 6- Evaluate the impact . 7- Learning from the experience.
Something will always go wrong at an event, it's inevitable - just remember to keep calm and collected and communicate. Work with your team onsite and offsite to help remediate the issues. If it's a problem causes by a supplier, work with them to rectify the problem and don't be afraid to speak up - you pay for a service!
Something will always go worng, and don't forget the ever present "oh by the way" moment that every event brings. With critical problems (whether they affect the show or not) that arose during an event documentation is key in my opinion. What happened when, what was in play what movements or adjustments were being made etc. The reason I say this is that during the "show" I would hope you had a plan to resolve any technical issues that could happen from batteries, to extra mics, to cables to switchers, etc etc etc. When a deeper problem arises document because depending on it's severity a root cause analysis, lessons learned and aspects for better outcomes in the future can be derived.
Invest in Plan B! And C! Even in small-sized productions, you should try to have alternatives for all the main technical elements. But, having these alternatives ready (budget-permitting) with no one dedicated or trained to activate them, won't do the trick. So, train the staff and develop simple and fast processes for them to follow in case of a technical failure, always appointing only 1 responsible person per potential failure to lead the solution.
Take a deep breath. It may seem obvious, but taking a deep breath can help to calm your nerves and clear your head. Remind yourself that it's not the end of the world. Technical issues happen, and they're usually not a big deal.