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]
When you’re at point A, the path to Point B seems to stretch endlessly before you. It can be incredibly overwhelming with so much to consider.
Well, you found us – so that’s a good start.
Let’s take it one step at a time. Whether it’s a comedy gig, music festival, corporate conference or community event, let’s jump into our process.
We’ll suggest the things you might want to think about, and how we can support you through it – always with the Alrose Seal of Approval.
When you first come to us, the first thing we will ask is “Great! What’s the Event?”
You might be thinking, ‘Easy, it’s our Annual AGM,’ or maybe, ‘Perfect, tick! I know it’s a festival with a sustainability focus’.
But here’s the trick.
When a stakeholder (e.g. suppliers, investors, marketing teams) ask “What’s the event?”, they actually want to know – what do you need from me?
To know that, you must have a clear idea of what this event truly looks like to you.
Here’s some key questions to think about, which may help.
We collaborate with you from the start, so there’s no need to feel worried! We facilitate the flow of ideas, so don’t be scared if you’re coming to us feeling uncertain about where to start. We have tons of experience, here to support you and develop your event, always with flex for your budget.
If you can answer some of those questions, we can figure the rest out together.
Let us take care of the how.
We have the bare bones, now let’s bring it to life. Because every event is different, we don’t have a specific combination of elements we will offer to you.
Instead, you can expect an in-depth collaborative consultation, during which we will get to understand your vision of precisely how this event will work, look and feel. This varies so greatly from event to event, it’s hard to cover a list without boring you!
Think lighting, sound, use of space, staging, shell scheme, barrier, power, graphics.
Then, we’ll pop along to do a site visit. Really understand how we can maximise the impact, quality, safety and accessibility of your event… including management plans for things you can’t control, like that good old British weather.
We’ll come back to you with both the concepts we’ve discussed and some extra ideas that perhaps you hadn’t thought of.
Then, we’ll price up the bits you like the sound of and send our quote back to you as quick as we can!
Everyone works to different budgets, and we always keep yours in mind – offering different tiers of production levels to suit your needs.
Once you have given us the green light, we’ll get to work.
This will be your favourite part of the whole process. We know, you don’t believe us.
But, this because you’ll be able to get on with the important things whilst we work away in the background.
Custom builds, floorplans, graphic production, logistics, scheduling and resource procurement… You don’t need to think about it.
We do all venue and stakeholder liaison for load ins/outs, build and breakdown, health and safety, RAMS and premises guidelines.
Don’t worry! We’ll have scheduled touchpoints to ensure we’re all on track, and we’re only ever a phone call away. Supportive, but never suffocating.
We’re on-site before you, working away to ensure everything is ready for when you arrive! There will be a walkaround and complete handover, to check you’re happy with how things look, and we will stay on call should you need us for the rest of the event.
For most live events, you’ll have a crew on-site. From sound production teams to lighting and event technicians, you’ll have the experts there to run your event, so there’s no unexpected surprises.
No ‘Is this thing on?’ or spine-tingling reverb – everything will be just how we planned. Sometimes, things pop up that you weren’t expecting. A vendor no-show, a performer stuck in traffic with no time for a sound check, a bust generator from that friend who promised it would be fine. You know the score.
The important thing is that you don’t need to worry.
With our crew to hand on-site, you can be assured that any for any surprises that may arise, we’ve got a solution.
Speedy, (mostly) simple, and always with a smile.
That’s the Alrose Seal of Approval.
Call us on: 01845 537977
Email us at: [email protected]
Chat with us: Enquiry Form
