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Categoria: Event Planner Blog

How to prepare for these 4 common speaker hiccups

How to prepare for these 4 common speaker hiccups

No matter how ready you think you are, rest assured at your next meeting or conference, there will be a few blips along the way. Here are four common speaker-related challenges that can pop up just when you think it’s smooth sailing—and here’s how to be ready for them:

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The presentation pitfall

Yes, sometimes, laptops fail, and it is a heart-stopping moment for all, particularly the A/V guy. Obviously rehearsals help curtail problems, but when speakers are especially high-level, often they can’t spare the time. For those guests, it’s best to have their presentations loaded onto two laptops (at least), cued up and ready to go in the A/V booth so an almost seamless switch can be made should a major issue arise.

The see-you-later speaker

You’ve allotted 45 minutes for the conference’s opening speaker to share her wisdom.  Unexpectedly, she wraps her speech up in 20 (including Q & A) and is off to her next command performance. Great for her schedule, but not so great for yours. How to manage a workaround?

To start, expect big names, especially those who are speaking gratis, to be on the brief side. Not ideal, but it does happen more than we’d like to admit, so don’t be taken by surprise.

When building the conference schedule, try putting in a coffee break immediately following the opening speaker so whether they go long or short, it won’t mess up the rest of the day’s schedule. Also let your banquet manager know they may need to be flexible on the break’s start time, should the opening session let out earlier than planned.

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The forgetful speaker

It always amusing to see what speakers will forget to bring along for their conference sessions—things like laptops, handouts, their actual presentations (!) and any number of items directly related to why they’ve been invited to speak in the first place.

How to prepare? Start by remaining calm, especially when the speaker is on the verge of a meltdown, and:

  • Have extra, backup laptops on-site and immediately available, preferably PC and Mac
  • Make sure you’ve boosted the storage capacity of your Dropbox account so you can quickly deal with large file shares (PowerPoint presentations can be enormous, you know).
  • Spare thumb drives to swap files when Wi-Fi is dicey
  • Fast access to a printer for the handouts the assistant forgot to send, FedEx didn’t deliver, or their dog ate. Ideally, a printer in the conference workroom is best, particularly when the hotel’s business center is an eight-ballroom sprint away.

The clumsy keynote

A dollop of marinara sauce or cup of coffee spilled on the speaker’s white shirt moments before taking the stage is the stuff of nightmares – and they happen all the time.

Here are the basics of how to get a stain out, or at least tamp it down ‘til they can get to the dry cleaners:

  • Blot, don’t scrub – scrubbing damages fabric fibers and drives the stain further in
  • Put hot water on grease stains – to help dissolve it
  • Put cold water on a wet stain – or any spot that contains water (like fruit juice)
  • Lighten up on club soda – no need to hose guests down with club soda – it’s not a miracle cure – water is almost as effective, so no need to break out the Perrier.
9 Ways For A More Sustainable Event

9 Ways For A More Sustainable Event

There are many reasons why running an event using sustainable event principles is good for business.

Many of our clients choose to have their event produced, managed and implemented through sustainable event principles because it reinforces the key messages of their event, and/or demonstrates their vision and commitment to sustainability. Other clients are happy to have their event produced through sustainable event principles because it helps them save resources and this reflects well on their business!

Below are 9 simple ways to create a more sustainable event while keeping your guests happy. While it is important to take a whole event approach – it may not be possible to do everything.  You could start with a single initiative and work from there.

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1. USE NATURAL FEATURES OF THE VENUE

Give guests plenty of opportunity to get outside to enjoy the fresh air and sunlight by requesting rooms with opening windows for ventilation and natural lighting. This will help guests breathe easier and see better. If your venue has an outdoor area make the most of it by holding breaks outside.

2. PROMOTE PUBLIC TRANSPORT

Provide guests with public transport options such as train timetabling, bus route and bicycle parking facilities. Where public transport is not accessible, arrange shuttle buses to and from the event or promote car sharing.

3. REDUCE UNNECESSARY ENERGY USE

Appoint a staff member to take responsibility for eliminating unnecessary lighting, power and equipment use. Switch equipment off at the power point after use.

4. CONSERVE WATER

Prioritise venues that demonstrate a commitment to water conservation by installing water saving devices.

5. REDUCE WASTE

Do not provide disposable material such as disposable cutlery, plates, containers or cups.

Instead, provide reusable crockery, serving platters, glasses and cutlery. Depending on the formality of the event, invite attendees to bring their own cups or water bottles.

6. BE WASTE WISE

Ensure that recycling and compost bins are accessible and clearly sign-posted. Ensure guests and vendors limit disposable waste and give preference to recycled and recyclable packaging.

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7. PROVIDE SUSTAINABLE FOOD AND BEVERAGE

Choose local, seasonal and organic produce or work with a caterer/venue who is committed to sustainable event practices..

8. COMMUNICATION

Attempt to not provide show bags or copious amounts of printed material. Always question if the printing of brochures and pamphlets is necessary. When printing is necessary use vegetable based inks and post-consumer recycled content paper. Furthermore, consider whether your engagement activities can be done online as this will reduce the need for printed event materials, contributing further to a green event management approach.

9. SHARE YOUR SUCCESS

Inform your guests and attendees of your commitment to sustainability in your written and verbal communications. This might be as simple as including a page on your event website that outlines your sustainable event initiatives, or informing guests verbally on the day of your event. Another good idea is to clearly label food and beverage that is organic, local or fair-trade.

 

Do you have other sustainable event ideas to contribute? Write a comment below!

How To Be More Productive at Work [Infographic]

How To Be More Productive at Work [Infographic]

When it comes to how you can be productive at work, the design of your workspace can have a major impact on your productivity levels.

It has the potential to increase your work output or hinder it. From lighting to noise levels, there is a lot that can affect your work. By implementing small steps such as checking your posture and keeping your desk space clean, you can ensure that you have the optimal productivity levels at your place of employment.

For example, researchers at Cornell University found a higher level of adrenaline in employees who were exposed to low levels of noise, compared to employees exposed to no noise. This particular discovery led them to believe that employees who experienced higher levels of noise were more stressed.

To find out what is the key to a productive workspace, let’s check out this infographic from Davitt Corporate Partners.

What is your biggest distraction at work? Let us know in the comments below!

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