How can you avoid event tech hazards?

1 Plan ahead

The first and most important step to avoid event tech hazards is to plan ahead and anticipate potential problems. You should research and test the venue's tech capabilities, such as the bandwidth, speed, reliability, and security of the internet connection, the availability and compatibility of the power outlets, the quality and functionality of the audiovisual equipment, and the backup and emergency options in case of a tech failure. You should also communicate with your tech vendors and suppliers, and make sure they understand your event goals, needs, and expectations. You should review their contracts, policies, and warranties, and check their references and reviews. You should also have a contingency plan in case of a tech emergency, such as alternative tech solutions, backup devices, spare batteries, or extra staff.

3 Engage your audience

A third step to avoid event tech hazards is to engage your audience and keep them interested and satisfied with your event. You should use tech tools and platforms that are user-friendly, interactive, and compatible with your audience's devices and preferences. You should also provide clear and easy instructions on how to access, use, or participate in the tech features or activities of your event, such as live streaming, polling, Q&A, or networking. You should also monitor and collect feedback from your audience, and use it to improve your tech performance and quality. You should also be prepared to handle any tech complaints or questions from your audience, and provide them with prompt and professional solutions or support.

4 Secure your data

A fourth step to avoid event tech hazards is to secure your data and protect your privacy and reputation. You should use tech tools and platforms that are reliable, reputable, and compliant with the relevant laws and regulations regarding data protection and security. You should also encrypt, backup, or store your data in a safe and accessible location, and use strong passwords, firewalls, or antivirus software to prevent unauthorized access, hacking, or theft. You should also be transparent and ethical with your data collection and use, and inform your audience about how you collect, store, share, or use their personal or sensitive information. You should also obtain their consent and respect their preferences and rights regarding their data.

5 Update your skills

A fifth step to avoid event tech hazards is to update your skills and keep up with the latest trends and innovations in event tech. You should constantly learn and explore new tech tools and platforms that can enhance your event planning and execution, such as virtual reality, augmented reality, artificial intelligence, or blockchain. You should also attend webinars, workshops, courses, or events that can teach you new skills or knowledge about event tech, such as how to use, integrate, or optimize different tech solutions for your event. You should also network and collaborate with other event professionals, experts, or influencers who can share their insights, experiences, or tips on how to avoid or overcome event tech hazards.

6 Review your results

A sixth step to avoid event tech hazards is to review your results and evaluate your tech performance and impact. You should measure and analyze the data and feedback you collected from your event, such as the attendance, engagement, satisfaction, or conversion rates. You should also identify the strengths, weaknesses, opportunities, or threats of your tech strategy and implementation, such as what worked well, what went wrong, what can be improved, or what can be avoided in the future. You should also document and report your findings and recommendations, and use them to improve your event planning and management skills and practices.

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?