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5 Tips For a Seamless Event


  • Plan as far in advance as possible
  • Make a production timeline and stick to it
  • Make an event timeline, allowing appropriate time for vendor load /load out so they’re not stepping on one another.
  • Be sure to allow enough time for each part of your event, such as serving the meal, clearing each course.
  • Be sure to allow time for a speaker/presenter to get on and off stage. After all, this isn’t Star Trek so we’re not “beaming” people in and out.


Vendors require time to load in, set up and test. This includes a/v, décor and catering. Have your speakers arrive before the start of the event so they each can walk on the stage or platform and test the mic. Each speaker must be comfortable with the technology. Some speakers need the volume raised, while others need the volume lowered. You wouldn’t know this without the tech rehearsal.

You also need to test any videos or Power Points to be sure that they work correctly. Even better try to receive these presentation a day or two in advance to have our technician check them out, although it’s often difficult to obtain from your presneters.


Comments on this entry are closed.

  • George January 15, 2015, 10:32 am

    If you allow me to add one, remember to give some margin in your times, not make them too strict. Humans are humans and things happen. You will have delays in some cases and things that finish faster than they should in other cases. It is perfectly natural in event organization.

  • Randy January 13, 2015, 11:16 am

    Good info. Remember success is in the details.

    • Pat Ahaesy January 14, 2015, 12:06 pm

      Thank you. Pleased that you felt that this was good information. Agreed that success is in the details.