How do you manage the stress of resolving AV issues while keeping the conference schedule on track?

1 Pre-Event Prep

A solid preventive strategy is your best defense against AV issues. Before the conference begins, thoroughly test all equipment and run through all possible scenarios where something could go wrong. This includes checking microphones, projectors, screens, and any streaming devices. Familiarize yourself with the setup and ensure there's a clear protocol for troubleshooting. By being prepared, you can significantly reduce the time it takes to resolve any problems that arise, keeping your stress levels and schedule disruptions to a minimum.

2 Quick Assessment

When an AV issue occurs, swiftly assess the situation to determine the severity and potential impact on the schedule. Is it a simple cable disconnection or a more complex software glitch ? Understanding the problem's nature allows you to estimate the time needed for a fix and decide whether to proceed with an alternative plan or wait for the resolution. Communication with your team and the speaker is crucial at this stage to manage expectations and keep everyone informed.

3 Tech Team Coordination

Having a dedicated technical team on standby is essential. They are your first responders in case of an AV emergency. Ensure that they are well-briefed on the event's specifics and can be easily reached when needed. Effective coordination with your tech team means they can spring into action quickly, armed with the necessary knowledge to tackle the issue head-on, often before the audience even realizes there's a problem.

4 Contingency Planning

Always have a Plan B. Whether it's backup equipment or an alternative activity to engage the audience while issues are being resolved, being prepared with contingencies is vital. This could include having spare microphones, a secondary presentation laptop, or even a set of icebreaker activities to fill any unexpected pauses. By planning for the worst, you can alleviate stress and keep your conference on track even when faced with AV challenges.

5 Clear Communication

Clear communication is your lifeline during AV crises. Keep speakers, attendees, and staff informed about what's happening and what they can expect. This transparency builds trust and patience, allowing you to work through the issues without undue pressure. Use clear, concise language and remain calm; your demeanor will set the tone for how everyone else reacts to the situation.

6 Stress Management

Lastly, managing your own stress is critical. Take deep breaths, maintain a positive outlook, and remind yourself that issues are often solvable. A composed conference organizer can think more clearly and lead their team effectively through any crisis. Remember, your attendees will take cues from you, so exhibiting confidence and control can go a long way in ensuring the conference continues smoothly.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?