From how they’re organized to the way they are presented, events have recently undergone a variety of changes. And due to the evolution from in-person to virtual and hybrid events, technical specialists are in high demand. It’s more important than ever that the audio and visual components of your event are seamless and glitch-free. 

Before launching your next event, here are a few considerations to keep in mind. 

  1. Identify Your Event Budget

This one may seem obvious, but don’t underestimate the need to have a concrete budget in place before seeking out technical specialists. As you begin the hiring process, keep in mind the type of talent your team needs in order to host a successful event. It can take time to find the right specialists, so start researching options early on.

  1. Confirm What Your Venue Can Offer

Once you’ve selected a venue, it’s always a good idea to ask about their in-house technical capabilities. In certain cases, in-house specialists are provided with rental of the venue, although pricing may vary. If they do not offer on-site assistance, you’ll want to start looking for alternatives.  

If your company is required to hire a technical specialist team, make sure the venue has the correct equipment and set ups. Connect the venue and team prior to the event so they can review and check if any additional equipment is needed. 

  1. Identify the Key Components of Your Event (and Work Backwards)

While planning your event schedule, think about the aspects that are the most valuable to your attendees and brand. Will a Q&A session enhance the experience? If so, guests may need cordless mics in order to be heard by everyone and easily reached in the audience. Another consideration to keep in mind is whether or not you are hosting a live-streamed event. If your company decides on streaming, will the entire event be broadcast or only select presentations? Will guests be divided into breakout rooms?

After your team has settled on the key components, it’s time to meet with your technical specialists to ensure they can provide the required equipment as well as a smooth transition from one activity to the next. 

  1. Communicate Your Expectations for Event Day

In some cases, technical specialists might not be required on-site during the event itself. Depending on the scope of work, they may be able to leave once the venue has been properly set up. 

However, if your event requires more technical assistance, we recommend having help on-hand in the event you experience outages or equipment malfunctions. Your specialist might need to be onsite for troubleshooting errors or coordinating a certain aspect of the event. If this is the case, make sure to communicate these expectations with your technical team well in advance rather than on the day of the event.