While it’s always with good intention to try and plan your event to go perfectly, things WILL happen. We recommend accepting it now, taking a big breath and letting go of the idea of a totally seamless event.

That said, we’ve highlighted the six basic reminders you’ll need to help make your next event a little bit more foolproof!

1. Include adequate time between breaks for networking
Part of the appeal of coming to an industry show is mingling with others in your field, not running to and from sessions continuously. Make sure that you are allowing at least 20 minutes between sessions for people to use as they please, otherwise you may be overwhelming your attendees.

2. Prepare and test your equipment before your event

We’ve all seen it happen before where technical failures setback your whole agenda. In order to avoid this issue, try out your technical equipment at least 24 hours in advance. While you’re not always given the luxury to be on-site that far in advance, try to get into the space, at the very least, the day before. We recommend finding your outlets, organizing your equipment by session, and testing your microphones to ensure that everything is ready to go for your opening day!  

3. Provide your own WiFi

Most of your attendees will probably be multitasking between your event and their work. Because of this, if there is one thing they will recall, it will be that the WiFi doesn’t work. We recommended keeping WiFi high on your list of priorities. Don’t hesitate to ask your venue about their WiFi options in your negotiating process to see if you can lock in a lower rate.

4. Allow for mobile check-in

Yes, the dreaded check-in. Not only does it take forever for a traditional paper-check in but it dampers the excitement of your event! Instead, we urge you to use a mobile product (like ePly) that allows for you to easily check-in your attendees without the hassle of digging through a stack of papers. In addition, using mobile check-in allows for your database to update as your attendees check-in, saving you time and energy to use for other things at your event.  

5 . Arrange clear signage

We all know what it’s like to be in a hurry and find yourself lost in a sea of other attendees. Having clear signage allows for you to easily be directed to your next location. We recommend making sure your signs have a good amount of white space, uses simple typeface, and are posted in focal point locations that are easy to spot.

6. Supply extra staff on hand

Less is not more in this case – take all the hands you can get! Even by following the steps above, the unexpected will always happen. Start by sending out a general interest email about volunteering at your event to your contacts and see who bites. You should also highlight your request for volunteers on your website to see if anyone new is interested in getting more involved. Set a meeting at least two weeks before to give your volunteers some basic expectations and protocol so that having them on-site isn’t more trouble than it’s worth.

Have you started looking into trying out an online registration system and found you’re running into dozens of different systems that all sound the same? If so, you’re not alone. Check out our guide below to find out the five questions you need to ask to land on the perfect online registration system for your next event!