Event design and production – some ideas for a successful event

In this world of more digital communication the need for personal engagements has also increased. People need to connect and the event organisers who are linking event design to experience and behavioural science in to a strategy to achieve objectives are running very successful events. Here are some ideas that you might want to think about when setting objectives and planning your next conference or meeting.

Don’t give the delegates too many choices

Some events have grown over the years and multiple concurrent breakouts have been added to please everyone or more networking sessions to satisfy sponsors. However, giving attendees too many choices makes them think they are missing out or need to be in two places at once and the result is that they are dissatisfied. It’s like looking at a restaurant menu and there’s too much on it and it’s overwhelming and if your choice isn’t excellent then you wish you’d chosen something else. If the attendees are overloaded then they’ll skip sessions and attendance will decline. What the delegate wants is value for their time (and money), then time to review, reflect and respond to the content.

You don’t need a huge budget to deliver a successful event – all you need is an idea

Do something different, as new experiences trigger a new way of thinking. Incorporate novelty and interest through narrative and this will help the listeners to retain key messages.

Create a shared identity, values and purpose and this will strengthen the bond between delegates and the organiser.

Do something memorable at the end of the event as that’s the last thing that people will remember. If you make the peak of the event the finish or farewell, then they will leave on a high.

Production – check the venue

When you’re planning the event there are four key pieces of information that a production company will need to know:

What is the available access into the meeting space?
When will it be available?
The dimensions of the meeting room or area
The power distribution in the meeting room

Access

It’s very simple for you to walk to the function room from the catering area or reception but find out how the production company brings its equipment in to the meeting space. There is a large variety of equipment which could be needed depending on the requirements and particularly if layouts are being changed during the event.

Dimensions

Assessing this information has improved dramatically with the internet, as venues now have websites with downloadable floorplans. Look out for pillars that don’t appear on the floorplan and also the accuracy of dimensions. Make sure you check the height and width of doors and ceiling and beware of chandeliers. The screen needs to be the correct size for the audience and this will have an impact on the capacity of the room.

Power

Most events will need addition lighting, check what needs to be hired it and whether you’ll incur a bill to hire alternative power options.

Timings

This can become complicated if the venue has multiple bookings with different companies setting up and de-rigging. The time it will take can only be estimated once the venue has been checked and the technical equipment has been booked. There is also the issue of booking the crew, based on budget and the amount of time allowed to set up for the event.

The main objective is to find the right venue and to do this the organiser needs to talk to everyone involved, so they all understand the requirements before the venue search can start. Site inspections are important so make sure you ask the right questions.

In conclusion, the best event will deliver the message by creating the greatest interest and least amount of effort. More isn’t necessarily better, and you can’t be all things to all people.