From a guest’s perspective, attending an event is an exciting experience. Most of the time, they only see the “best” sides of the event, not the behind-the-scenes where challenges happen. For guests, events are occasions where memorable moments happen where they can enjoy themselves.
But from an organiser’s perspective, preparing for an event is exhaustive and rigorous. Sometimes, issues could still happen despite the preparation and endless nights of ensuring everything will be seamless. Many unexpected technical issues could occur in an event despite anticipating them.
If it’s your first time preparing and organising an event, this post is for you. Here are some technical issues you should look out for when hosting one.
1 - Sound system issues.
Event organisers use professional sound systems to make the event more immersive, alive, and exciting. Having quality audio systems makes the event experience better. If the audio system of your event is poor, you won’t likely get the attention of your guests and will likely cause disengagement.
Some common issues with sound systems are microphone malfunction, speaker incompatibility with devices, and software malware. To avoid any of that from happening, having backup microphones, laptops, and gadgets and updating your software days before is critical to ensure no issues could occur. You must also rehearse the event using all the equipment to ensure compatibility with the venue’s systems.
2 - Lighting issues.
Aside from the sound system, lighting is a critical factor in organising a great event. Your lighting sets the mood and ambience of the event. Without proper lighting, the event would be dull, unexciting, and untrue to its theme.
There are many cases when the lighting is not on cue to its segment. Sometimes, the lighting system doesn’t operate as practised. Having backup wiring is critical to avoid having wiring issues. Most of the time, wiring and human error are the common reasons lighting doesn’t match with event flow accordingly. That’s why during the rehearsals, your crew should be attentive and familiar with their cues to maximise lighting performance better.
3 - Internet connection issues.
Today, most events rely on the Internet for their presentations. Most event presenters bring their laptops because that’s where their files are. The thing is, even though the internet is highly reliable and convenient, connection issues could happen. There are many cases when there are issues with internet connections due to poor signal.
If the event only has one Wi-Fi access for the participants and the organisers, chances of encountering internet connection issues are high. In case of a connection issue, it’s best to prepare mobile data and wireless broadband so you can go through with your presentation. If the venue allows, you can also request two or three Wi-Fi access points so you can separate the access of the crew and presenters from the audience.
4 - USB corruption and missing files.
Another common issue that happens to many event presenters is USB problems. There are many cases when presenters have to present without visual aids because of file issues. Yes, a presentation without a slideshow is doable, but it adds engagement with the audience, especially if your templates are enticing.
It’s best to save your files to two flash drives and save them also to your email and online drive to avoid experiencing any USB corruption and missing files concerns. You can also make an online shared drive with the other presenters so that the person in charge of the files can navigate them seamlessly during the event.
5 - Power voltage issues.
An event uses many voltages because some require a lot of lighting and sound systems. Most of those consume large voltages in a power source. If the event space you hired does not have enough power voltage for your equipment, flickers and electricity fluctuations could happen.
The problem with an electricity issue is that it could cause your gadgets and other event equipment to restart and take a while to work again. To avoid this, you must clarify with the event space if their power voltage is compatible with the equipment and electricity usage you’ll need for the event. Some event space caterers offer additional power voltage with a fee to ensure no power issues would happen.
6 - Projector and screen incompatibility.
Lastly is projector and screen incompatibility. At events, projectors and laptops have a love-hate relationship. Many will raise their hands if you ask people how many events they attended where they experienced an issue with the projector and screen not showing the event slide.
Projector issues do indeed happen. But thankfully, you can do something to avoid that. Aside from rehearsing and ensuring you have all the materials, you must also double-check the compatibility of the wires and cords with your laptop, mobile, and PC. Bringing additional and extra cords also helps troubleshoot any projector issues immediately.
Preparation and anticipating what could go wrong helps.
In my introduction, I said that sometimes, issues could still happen in an event despite the preparation. But that shouldn’t stop you from preparing and anticipating what could go wrong. When you do so, you’ll be ready to resolve any issues and continue with the event seamlessly.