No Agenda: Top Tech Tips For A Seamless Event
Event technology has advanced and conference requirements are different than what they once were. From seamless internet and WiFi connectivity to cutting-edge digital displays, having the right technology setup can make or break an event. With conferences becoming increasingly complex and having numerous moving parts, how can you ensure your event technology doesn't overshadow your focus on the attendees?
Jo Fostock, Xpodigital’s Director of Event Technology, sat down with Sarah Soliman, co-host of ‘No Agenda’, to discuss some of Xpodigital’s top tech tips for ensuring a seamless event.
Here is a summary of the tips offered in the interview:
Tech Tip #1: Ask The Important Questions
Before committing to a venue, it's crucial to understand their existing technology capabilities and available technical support. Here are essential questions you can ask:
Question #1: Is there a dedicated technical team onsite and assigned to my event?
While you may have a main point of contact for the venue or internet provider, it’s crucial to identify the specific support contacts you can call to resolve an issue should something unexpected happen during the event. Make sure to connect ahead of time to discuss expectations, so that, should you be calling at the eleventh hour, the technical support team is available, on-site, and ready to respond.
Question #2: Are the networks and technology dedicated to my event shared with other guests, other events or with the public?
It is common for today’s event attendees to bring along multiple smart devices to support their day-to-day activities. While the venue provides a certain amount of bandwidth to support your event and attendees, is that YOUR bandwidth? Or are you sharing it with the guy at the pool who’s watching his favorite shows on Netflix and the kids in room 312 playing on their Xbox?
Getting clear answers upfront will help you adjust accordingly and avoid unwelcome surprises. For more essential questions, read our article: 5 Technology Tips to Ensure Your Next Corporate Event Runs Smoothly.
Tech Tip #2: Understand the Venue’s 5-Year Plan
If you’re signing a new contract with a venue for a recurring corporate event, it’s important to understand the venue’s 5-year plan regarding its current capabilities and future roadmap.
It's wise to ask about the venue's event technology investments. Some important points to clarify, include:
What network infrastructure upgrades are planned over the next 5 years?
Are there any specific sections of the property that are slated for upgrade?
Will there be any areas or technology down, unavailable or off limits during the show? If so, we might have to supplement or bring in additional equipment to support our needs?
Technology is forever changing and a lot of venues are allocating budgets to improving their spaces and technology. Knowing what their 5-year plan looks like will prepare you to address potential limitations that could impact your event. For additional roadmap considerations, check out our article: 5 Technology Tips to Ensure Your Next Corporate Event Runs Smoothly.
Tech Tip #3: Break Things Down Into Thirds
Mastering your event technology requires careful planning in 3 phases:
Before the Event
Conduct site visits to assess the venue's capabilities
Discuss your event vision and technology needs in detail
Confirm on-site tech support and emergency contacts
During the Event
Have Xpodigital monitor WiFi performance and bandwidth usage in real-time
Be prepared to troubleshoot any issues that arise
Gather data to optimize tech for future events
After the Event
Review post-event reports to gain insights
Determine what worked well and what could be improved
Get attendee feedback on their technology experience
By breaking things down into pre, during, and post-event checklists, you can stay organized and ensure all your bases are covered.
Rely on Experts You Can Trust
We hope you will try out Jo Fostock’s technology tips and that your next event will be successful and stress-free. Of course, you are busy, so if you’d prefer to leave the technology to the professionals, consider partnering with the experienced event technology team at Xpodigital.
For over 20 years, world-class event planners have turned to Xpodigital to help design, install, manage and support their critical Internet and Wi-Fi networks to better optimize their events, free up valuable resources and improve the attendee experience. Learn more at: https://www.xpodigital.com/event-technology.
