I Put Out Many Fires, But I’m Not a Firefighter: What the Client Wants, the Client Gets

As event planners, planning an epic event is our specialty, but with that also comes the strength to plan for any crisis, last minute changes and dealing with moments we least expect. We hear the term “contingency plans” or plan “a, b and c” and these should be in place should your speaker’s flight get canceled or if mother nature decides to interfere with your event. What do we do now? What is our back up plan? You may believe you are fully prepared to execute a great event because you’ve had the weekly meetings and created an extensive production schedule, but then, the unexpected may happen.

All activations were up and running, program speakers were briefed on their roles and the team was ready for doors open at 6:00 p.m. Everything seemed to be running smoothly. Our program was set to start at 7:15 p.m. to give guests the chance to visit booths, enjoy some hors d’oeuvres and network. Due to the fear of having guests leave before the program started, it was decided at 6:35 p.m. that we start the program in 10 minutes. *CUE PANIC* - our first speaker who was to set the tone for the evening was stuck in rush hour traffic and we had 10 minutes to shuffle speakers around in the program (and mind you, all speakers were slotted perfectly in the program while being mindful of their schedules and other commitments). This meant we had 10 minutes to wrangle all 10 speakers once again and brief them on changes which in turn caused some panic for the younger speakers. What this also meant was a full change in the order of PowerPoint presentation and having to work on these changes while guests were in the room. Needless to say, I had a strong team who had clear lines of communication during a state of panic to help execute new plans. Cue cards were created for the host’s new speaking points and the event saving piece of AV was being used – the SWITCHER!

The next time you have a production aspect to your event, these are my tips on five specific checks before you allow doors to open:

• Video switcher for the last-minute switches: You’ve tested all videos, everyone’s slides are in the correct order, every presenter’s name is spelled correctly, and the doors are about to open. But of course, during the program, a speaker might want to take out a slide or two. A video switcher allows you to freeze a certain slide while you work on a change so no guests notice.
• Tech checks: Scheduling in a tech check with the AV team is needed to ensure all your videos playback, volume is up and clickers are connecting. At times, your laptop might not have the input needed – ensure you have an HDMI or VGA adapter to avoid this conflict.
• Rehearsals: You might have young speakers who aren’t comfortable in front of big crowds, or you might have speakers who tend to go over their speaking time. It’s always important to have a rehearsal with each speaker so they know which side they are going up on stage, what time they are speaking and for how long.
• Clear lines of communication: When you have multiple people staffed at your event, make time for a quick group chat with all staff involved, and have a second walkie battery in your fanny pack when your battery starts to die or an external battery to charge your phone.
• Microphone management: We all know how awkward it is to watch a speaker on stage when their microphone gives out. When making your AV order, always ensure you have a couple back up microphones and have them easily accessible when the program has started. From rehearsals, you will also know if your speaker prefers a podium with mic (also another great backup option), a lav mic or a wireless microphone.
I would love to hear more tips from you. Please add your comments below!

Want to contribute to this blog series? Have a great event story you learned from? Please connect with aleen.kilislian@georgebrown.ca and stay tuned to hear more “I Put Out Many Fires…” stories!

About the Author:

Michelle Velasquez is currently an Event Specialist at Maple Leaf Sports and Entertainment. Her background in events ranges from working on fashion productions to executing in stadium sized events. If you’d like to connect with Michelle, you can find her on LinkedIn or at mvelasquez@live.ca.