How to Prevent Technology Problems When Booking Events Last-Minute

In the fast-paced world of event planning, navigating last-minute bookings can feel like walking a tightrope, especially when it comes to technology. To maintain smooth operations and uphold quality standards, rapid decision-making and resourcefulness are key. 

Recently, we had a chat with Lexie Knittel, CMP, Trade Shows & Events Planner at Visit Orlando, who shared four insightful tips for tackling this challenge.

Tip #1: Encourage Advanced Notice

The stakes are high and event planners are under pressure to lock in venues, vendors, and services well ahead of time to ensure availability and secure the best deals. But last-minute bookings can throw a wrench in the works and introduce added challenges. 

How can event planners better cope with this added pressure and uncertainty? Lexie Knittel offers an idea for how to better prepare for tight deadlines and booking windows:

“Visit Orlando has rolled out an electronic event request form where we are encouraging our clients to submit event requests as soon as the thought of planning an event, activation, press trip or FAM comes up. This gives us as much time as possible to plan.”

Encouraging clients to provide advance notice gives planners additional runway and a tentative roadmap they can use to begin planning resources and making reservations thereby reducing the chaos of eleventh-hour rushes.

Tip #2: Get The Tech Right 

One of the biggest headaches posed by last-minute bookings is the scramble for event technology solutions without a finalized budget and readily available funds. This can lead to event planners being forced to settle for less than optimal solutions and last minute implementations which place the event at a higher risk for future scenarios that may jeopardize attendee digital experiences throughout the event. 

To prevent untimely problems, consider partnering with outside technology experts to ensure technology capabilities are adequate and perform well during the event. A reliable consultant can verify the venue’s onsite capabilities and analyze its existing internet and WiFi architecture (the venue’s digital delivery system), then recommend proactive measures to help mitigate potential problems.

Tip #3: Prioritize Run-Throughs

Even the most meticulously planned events can hit snags, especially when it comes to technology. From streaming and broadcasting disruptions to WiFi dead zones, these glitches can significantly impact the overall guest experience. For this reason, Lexie Knittel advises event planners not to forsake dry runs for the sake of speed.

“I think a critical piece is being available for a run-through. Whether that’s with speakers or just the internal event staff, the equipment needs to be fully tested, in every room, for all aspects of the event. Even if it’s 10-15 minutes, having eyes and ears on the production is helpful to anticipate potential hiccups.”

By prioritizing run-throughs and testing, planners can proactively identify and address potential problems, increasing their odds of executing a seamless event.

Tip #4: Always Be Prepared

When you hit a snag, who's your go-to? Having direct access to onsite technical support can be a game-changer when you're in the thick of it. Your technology partners aren’t just service providers—they're critical allies in the success of your event. They'll become an integral part of your team, seamlessly handling everything from designing and installing to managing and supporting your event technology including internet and WiFi networks. With them in your corner, you can breathe a little easier.

Here’s what Lexie Knittel had to say about how to prepare for unexpected problems:

“The critical piece in a quick booking is understanding who the onsite technical contact is and having a direct number to them. In my opinion, the technical staff and event staff are on the same team, our success is their success and vice versa, and that’s the mindset I anticipate walking in to execute any event.”

Rely on Experts You Can Trust.

As was already mentioned in this article, leaning on trusted event technology partners is key. That’s where experts like Xpodigital come in. For over 20 years, leading event planners and venues have turned to Xpodigital to help design, install, manage and support their critical event technology infrastructure. Xpodigital helps its clients optimize their events, free up valuable resources and improve the overall attendee experience.

The next time you’re faced with the whirlwind of last-minute bookings, we hope Lexie Knittel’s advice will come in handy. With a bit of foresight and the right partners by your side, you’ll be well-equipped to handle whatever curveballs come your way.

Need expert help planning the technology for your last-minute event? Set a time to meet with our team at: https://www.xpodigital.com/meet-with-us