By Christy Y. Jenkins, Associate Director

Technology and space logistics are the backbone of any event. When they work well, attendees barely notice them. But when things go wrong, they can quickly become all anyone remembers. That’s why anticipating technology and venue challenges is one of the most important parts of planning.

AV and Technology Failures

Projectors die. Microphones cut out. Presentations don’t load. These things happen, but with the right partners and preparation, they don’t have to ruin the event.

At Easter Associates, we rarely rely on in-house AV teams. Instead, we work with trusted providers who know our clients and anticipate their needs (and are usually more budget-friendly). Some of the best tips I’ve learned from them include:

• Use hard-wired microphones whenever possible.
• Test every presentation in advance, especially those with video or sound.
• Load slides on the AV team’s system instead of the speaker’s laptop to avoid compatibility issues.
• Always keep extra batteries, converters, and jump drives on hand.

Whenever possible, I bring a backup projector. On one occasion, when the AV team’s equipment failed, that backup saved the day.

Venue or Room Changes

Even the best venues sometimes throw curveballs: double-booked spaces, undersized rooms or layouts that don’t work. Pre-conference (Pre-Con) meetings help catch some of these issues early, but backup plans are still essential.

To avoid last-minute scrambles, our registration system allows us to set attendance limits for breakout rooms. Knowing in advance which sessions are likely to “sell out” helps us reassign space or adjust layouts to better fit the group. When possible, we also ask attendees to pre-register for sessions, so we have reliable numbers.

Site Visits and Layouts

One of the most important safeguards in venue planning is a site visit before a contract is signed.

I’ve walked into venues that looked perfect on paper, only to discover they couldn’t handle the group’s needs. Room capacity is about more than square footage; it’s about staging, screens, seating and flow.

Something as simple as oversized chairs can cut seating by dozens of spots. If I can’t visit a property in person, I ask for detailed room diagrams and ask for realistic capacity numbers before finalizing an agreement.

Making Technology & Venues Work for You

Even well-prepared event planners still face the occasional tech or space issue, but by asking the right questions, working with reliable partners and conducting thorough site visits, we can anticipate most problems before they affect attendees. When something does go wrong, staying calm and acting quickly helps preserve a seamless experience.

In the final post of this series, we’ll turn our attention to food and beverage challenges, including how to prevent shortages, manage last-minute changes and still make attendees feel cared for.