Let’s be honest. Your audience might not notice, but something almost always goes slightly off-script during a conference event.
As conference production specialists, we want to share some insider knowledge to help you avoid the most common mistakes in conference and event production.
It sounds simple. It sounds obvious. We know.
But one of the biggest causes of bumpy conference production is a lack of preparation.
Your speakers (the specialist brainboxes) need a full rehearsal to ensure our speakers (the amplifying kind) sound good. The crystal-clear, audible-from-the-back-row-but-not-deafening-the-front kind of good.
We also need to make sure presentations run smoothly: slides in the right order, embedded media working properly and absolutely no surprises on stage.
Lighting matters too. For a speaker to feel confident, they need to feel comfortable. If a badly angled spotlight is blinding them for the entire presentation, it’s not going to feel good. To be honest, it’s not going to look good either. And truthfully, if you’ve not got the photos on LinkedIn, did it even happen?
Another home truth: we live in a time-poor society. Everyone wants more time – to practise, refine figures, tweak slides. That’s why firm deadlines matter. Presentations need to be ready before rehearsals so technical issues don’t appear on stage.
Speakers should also understand the stage layout – where to stand, enter, exit and move safely. Ideally knowing how far to pace without accidentally stepping backwards off the stage.
When preparation falls short, the reputation of the entire event can suffer.
Listen, we love a mixer. Many delegates would argue it’s the best part of conferencing: wine, networking, nibbles. Lovely!
Do you know when it’s not lovely?
When you’re fighting for your life to stay awake in the third row during the fourth keynote speech of the day. No amount of filter coffee from the trestle table at the back is saving you.
We’re exaggerating slightly… but a big mistake in conference production is not building enough variety into the day.
The best conferences balance different types of engagement to keep audiences alert and help them absorb more information.
Consider including:
A varied agenda keeps delegates engaged (and awake) and increases the long-term value of your event.
The physical space of your conference matters just as much as the schedule.
It’s not enough anymore to whack a pull up banner out and hope it stays standing. Delegates are looking for immersive, inclusive environments that reflect forward thinking attitudes.
There are lots of creative ways we can achieve this within the parameters of your branded aesthetics. Welcome to our world!
Lighting plays a huge role in atmosphere and focus. Used creatively, it can energise a room, encourage reflection or highlight key moments.
Digital screens positioned in unexpected ways can create immersive experiences and guide audience movement, while lit up graphics add instant polish.
Sound is simple. If your audience can hear everything clearly, you’re already onto a winner. Bonus points if your soundtrack reflects the energy you want to inspire. Consider PA systems for announcements and background music during networking sessions.
Whether you’re working with event branding or company guidelines, consistency is key. The event identity should carry across graphics, print, expo pods, photo opportunities and info desks.
In terms of inclusion – have you thought carefully about who might be using your space? When it’s not your lived experience, it’s easy to overlook simple solutions that can make a big difference to those with additional needs.
Inclusive design should always be part of conference planning. Consider accessibility from the start: ramps, lifts, accessible toilets and clear movement through the space.
For delegates who are hard of hearing, hearing loops can transmit sound directly to hearing aids and implants, while live subtitle screens beside the stage can also improve accessibility.
With so many smart technology solutions available, there’s simply no excuse to overlook inclusion.
We hope our advice sees your next conference production run that little bit smoother.
And, it goes without saying, we’re here if you need us.
Planning a conference and want the production handled properly?
We’d love to help.
Enquire Online
01845 537977
[email protected]
