Plan a seminar or conference
Wednesday, May 1, 2024
A seminar or conference only comes to life through the content. Communicating these, creating the desired atmosphere in the room and also for participants on the screen and guaranteeing perfectly timed processes is the task of technology - our task.The company Sound & Light Vision Event technology regularly oversees events from trade fairs to conferences with participants on site and around the globe on the screen. Your criteria for a well-planned seminar or conference should help you eliminate misunderstandings in communication, choose the venue specifically and provide your technology service provider with the appropriate information he or she needs to ensure smooth processes to be able to guarantee. Here is company checklist for perfect seminars or conferences.
Should your event be broadcast live - a question of location?!
Are you planning a hybrid event that can perhaps even be attended interactively from all over the world, or is your event intended exclusively for physically present people? This and the question of whether you would like to have the event recorded determine, among other things, how big the location should be.But this information is also important for technology! Video and live stream technology must be planned and the type of lighting also changes when filming or streaming. In addition, we are happy to provide individual platforms for hybrid events. This means your participants can enjoy an interface that is tailored to your event and the Sound & Light Vision team is not so dependent on other providers for the reliability of the transmission.
So please first ask yourself whether your event.:
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should be broadcast via live stream,➤
will be a hybrid event with interactive participants on the screen,➤
takes place exclusively on site➤
and/or should be recorded.
Language, speakers, content and what it means for technology
Good speech intelligibility in the room and when participating online is a basic requirement for your successful event. In order to guarantee this, your technology service provider needs some information. For example, it plays a big role whether you need a translation.➤
Should the translation take place simultaneously?➤
How many and into which languages should it be translated?➤
Who takes care of appropriately experienced translators?➤
Does your venue have the technical infrastructure or should this be provided by your service provider?You certainly also want your speakers to feel well looked after, to (be able to) stick to the schedule and to be equipped with the technology that meets their needs. The Sound & Light Vision Event Technology team will be happy to discuss with the speakers in advance and supervise them on site and takes care backstage to ensure that your deadlines are met. So the question arises as to whether someone from your team will take on this organizational work or whether your service provider can take care of it.
Now a few words about the content. If the team receives Power Point presentations, videos, etc. in advance, they can adapt them and ensure smooth technical processes, readability and smooth playback. Of course, the data entrusted to you will be handled responsibly and confidentially - and your technology service provider will do the same. Please avoid embarrassing mishaps during live operation by submitting your data and that of your speakers in advance and having it checked by a professional.
Participant tour, website, party etc. - what happens?
Venues are equipped differently and sometimes it's worth thinking about what will happen around your seminar or conference.➤
Should there be screens with your logo, program information, etc., for example in the lobby?➤
Should the entrance areas and anteroom be illuminated in color to set the mood for the upcoming event?➤
Should the area also be branded from the outside for your event, which is possible, for example, with appropriately colored lighting, large logo projections or similar?!Have you already considered whether a seminar/conference website makes sense? Here participants can find out in advance about content, hotel recommendations and travel options. Maybe there are blog posts in advance introducing your speakers or news that enable your target group to identify with the purpose of your event?! Anything is possible if you talk about it early enough.
The question of whether you are planning any additional program items after the event is also important.
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Is there dinner?➤
Should a band play or a DJ?➤
Is it allowed to dance or should the background music remain discreetly in the background?In order to be able to plan equipment, conversion times and, last but not least, the support of the technical systems, you should talk to your service provider about this.
