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What are the most effective communication strategies for managing technical aspects of an event?

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Communication is key for any successful event, but especially for those that involve complex technical aspects. Whether you are planning a conference, a concert, a webinar, or a hybrid event, you need to ensure that your event production team is on the same page and can handle any challenges that may arise. In this article, we will share some of the most effective communication strategies for managing technical aspects of an event, from pre-event planning to post-event evaluation.

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1 Define your technical goals and requirements

Before you start working with your event production team, you need to have a clear vision of what you want to achieve with your event and what technical elements you need to make it happen. This includes defining your event format, audience size, budget, venue, equipment, software, and any special features or effects. You also need to identify your key stakeholders, such as speakers, sponsors, partners, or media, and their technical needs and expectations. Having a detailed technical brief that outlines your goals and requirements will help you communicate them effectively to your event production team and avoid any misunderstandings or gaps.

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Donald Guzauckas Jr

VP of HB Live, Inc. | Delivering well-produced meetings and live events. Enhancing experiences with AV Production.
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Everything in that introduction paragraph are critical! Additionally, Meeting & Event Planners must see the event from both sides: the vision/experience and the technical. Start non-technical: share your event vision in plain terms and have patience when the technology does not support your imagination. You may need to compromise. An in-house Production Team may have installed equipment that limits their flexibility. Listen to capability of the system and adjust if required. An out-sourced Production Team will have more gear and more flexibility but still start with the end goal in mind. It's all about communication and collaboration between the planner and the tech. Be nice to each other!

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Rashi Arora
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Effective technical briefing is essential for a successful event. It ensures that everyone agrees?with the production team's aims and expectations while also simplifying communication with them. The correct identification of important stakeholders and their technical requirements can greatly improve the overall event experience through their easy integration.

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Sheila Thelen

Vestibular Training Products for: Athletes, Rehabilitation, Military, Autism/Sensory, Aging. International Webinars & Seminars Speaker. (Fly System US Patent: 11,478,395 & Rail System: Patent Pending)
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You really need (sometimes several) IT people available!! Especially to connect all of the speakers laptops to the event screens. Never fail - there is an issue!! Have a team ready to help (also so that your presenter doesn’t freak out.) Thanks - Sheila

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2 Choose the right communication tools and channels

Once you have your technical brief, you need to decide how you will communicate with your event production team throughout the planning and execution stages. Depending on the size and complexity of your event, you may need to use different communication tools and channels, such as email, phone, video calls, chat apps, project management software, or cloud-based platforms. The key is to choose the tools and channels that suit your event type, team size, and work style, and that allow you to share information, feedback, and updates in a timely and efficient manner. You also need to establish clear communication protocols, such as who is responsible for what, when and how often to communicate, and how to handle emergencies or changes.

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Doyle Martin

Entertainment & Event Production Guru | Lighting and Production Design
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I get it, there are a bunch of options you have to consider here. But, I really think that using some project management software and having someone to manage the project can be a game-changer. There really needs to be a single depository for the show's information. It's not just about the production team, though. Everyone involved in the project from catering to decor, needs to be able to share information and work together seamlessly. With a good project management tool and an experienced manager, you can make sure that everything stays on track and nothing gets missed.

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3 Build trust and rapport with your event production team

Communication is not only about exchanging information, but also about building trust and rapport with your event production team. This is especially important when you are working with external vendors or contractors, who may have different backgrounds, cultures, or expectations. To build trust and rapport , you need to show respect, appreciation, and professionalism, as well as empathy and flexibility. You also need to listen actively, ask questions, provide constructive feedback, and acknowledge their expertise and contributions. By building trust and rapport, you will foster a positive and collaborative working relationship that will enhance the quality and efficiency of your event production.

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Cheryl Washington, M.A.
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Meet on a regular basis including them on planning and practice calls. Have them test your system to reduce any risk of tech difficulties and understand how they will address any attendee issues for the live event.

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4 Test and rehearse your technical aspects

One of the most critical communication strategies for managing technical aspects of an event is to test and rehearse them before the event. This will help you identify and resolve any potential issues, such as compatibility, connectivity, sound, lighting, or security, that may affect the performance or experience of your event. Testing and rehearsing will also help you familiarize yourself and your event production team with the technical setup, operation, and backup plans, and ensure that everyone knows their roles and responsibilities. You should conduct multiple tests and rehearsals at different stages of the planning process, such as during site visits, equipment installation, speaker training, or dress rehearsals, and document and communicate the results and feedback.

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Anjali Gaur

LinkedIn Top Voice|| 300K+ Impressions|| History Graduate || Daulat Ram College, Class of 2022|| Executive- People & Culture Team @ Technip Energies|| Featured in HT times
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Testing and rehearsing are the most important steps in an event that involves a lot of technical requirements. Testing and rehearsing should be done multiple times and should start at least a week or 2-3 days before.

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5 Monitor and evaluate your technical aspects

The final communication strategy for managing technical aspects of an event is to monitor and evaluate them during and after the event. This will help you track and measure the effectiveness and impact of your technical elements, as well as collect feedback and insights from your event production team, attendees, speakers, and other stakeholders. Monitoring and evaluating will also help you identify and address any issues, glitches, or complaints that may arise during the event, and implement any improvements or adjustments that may be needed. You should use various tools and methods to monitor and evaluate your technical aspects, such as surveys, polls, analytics, reports, or debriefs, and communicate the findings and recommendations to your event production team and other relevant parties.

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6 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?

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Tatia Getia

3K+ |Head of Marketing | Media Relations | Integrated Marketing Communication |Lecturer | Consultant |Trainer
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Based on my successful experience with events like Testers Day 2022/23, Enpard III closure event, and others, I highly recommend adopting a clear vision and purpose for your event. Knowing precisely what you want to achieve and conveying this to participants is key. By having a well-defined goal, we were able to organize impactful events that resonated with attendees. It's crucial to articulate your expectations and messages effectively, creating a cohesive and engaging experience for everyone involved. Taking the time to plan and communicate the event's objectives pays off, as evident from our positive experiences with the events.

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What are the most effective communication strategies for managing technical aspects of an event?

1

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3

4

5

6

1 Define your technical goals and requirements

2 Choose the right communication tools and channels

3 Build trust and rapport with your event production team

4 Test and rehearse your technical aspects

5 Monitor and evaluate your technical aspects

6 Here’s what else to consider

Event Planning

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What are the most effective communication strategies for managing technical aspects of an event?

1

2

3

4

5

6

1 Define your technical goals and requirements

2 Choose the right communication tools and channels

3 Build trust and rapport with your event production team

4 Test and rehearse your technical aspects

5 Monitor and evaluate your technical aspects

6 Here’s what else to consider

Event Planning

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