Event technology planning is one of the most challenging aspects of event management. A carefully thought-out event technology checklist is an invaluable tool to help ensure that the technical implementation of your event supports your event objectives and provides a smooth experience for your participants. Here’s a comprehensive event technology checklist to help you ensure that no essential technical detail is overlooked in the planning and execution of your event.
Event technology checklist: start planning early
Event technology planning should start at the very beginning of the event planning process. Technical solutions influence many other decisions, such as space selection, schedules and budgets. So the first steps on your event technology checklist are related to early planning.
Event technology budget and scheduling
A realistic budget and careful scheduling are the basic requirements for successful event technology. The following items should be at the top of your event technology checklist:
- Define a clear budget for technical implementation
- Allow enough time to find and negotiate with your technology supplier (at least 3 months before the event)
- Schedule the construction and dismantling of the technology at the venue (take into account sufficient construction time to test the technology)
- Agree deadlines for materials and information related to technical implementation
- Make sure you get a clear implementation schedule from your technology supplier
Our professional technology suppliers will help you determine what technology is necessary to achieve your event’s objectives and how to get the best value for your production.
Technical survey of the site
One of the most important items on the event technology checklist is the technical survey of the venue. Find out in advance:
- Structural limitations of the venue (load-bearing capacity, suspension points)
- Available electricity capacity (how much electricity is available and where the outlets or electricity centres are located)
- Internet connections (speed, capacity and connection verification)
- Acoustics and potential sound propagation challenges
- Natural light levels and lighting characteristics
- Possible obstacles to visibility (pillars, low ceilings)
- Routes for technology transfer
A professional technology supplier will be happy to carry out a technical survey of the venue for you or with you. The choice of venue is one of the most critical factors in the success of the technical implementation, so this step should be done carefully.
Event technology checklist for different technology areas
Event technology is divided into several different areas, each with its own specific characteristics. A comprehensive checklist of event technology takes into account all these areas and their specific needs.
Sound system on the event technology checklist
Sound is perhaps the most important part of event technology – if participants cannot hear speakers or music clearly, the message of the event will not be conveyed. For sound, the event technology checklist includes:
- Determine the size of the room and the number of participants to size the sound system
- Map the audio needs of your event (speech, music, video)
- List the microphones you need (wireless, fixed, desk microphones)
- Take into account any special needs of performers (musicians, panel discussions)
- Find out if audio recording or streaming is needed
- Ensure that the venue has adequate acoustic insulation
- Design your PA system according to the shape and size of the room
A high-quality sound system ensures that the message of the event is clearly communicated to all participants. For larger events in particular, it is advisable to use a professionally designed sound system, sized to take into account the acoustic characteristics of the space.
Consideration of lighting in the event technology checklist
Lighting sets the mood for the event and ensures that participants can see everything that matters. When it comes to lighting, the event technology checklist should take this into account:
- Define the mood of the event and the lighting it requires
- Consider the lighting needs of presenters and speakers
- Design mood lighting to match your brand colours
- Define the special lighting needed (spotlights, moving lights)
- Ensure adequate general lighting for access routes and safety-critical areas
- Take into account the effect of natural light and possible blackout needs
- Make sure the lighting supports possible video production or streaming
Professionally implemented lighting technology can transform even an ordinary space into an impressive event environment. The right lighting can highlight a company’s brand and create the right atmosphere for the nature of the event.
Video technology on the event technology checklist
Video technology is playing an increasingly central role in modern events. For video technology, the event technology checklist should include:
- Define the size, number and placement of displays and screens
- Make sure the presentation system is compatible with the presenters’ equipment
- Plan the connections to video sources (computers, cameras, remote connections)
- Make sure the video signal is routed
- Please note aspect ratio and resolution requirements
- Plan a possible multi-camera implementation and video editing
- Identify your storage and streaming needs
Modern video technology offers countless possibilities, from traditional presentation screens to spectacular LED walls and interactive solutions. We predict that the role of video technology in events will continue to grow in the coming years.
Event technology checklist for streaming and hybrid events
Hybrid events and streaming are here to stay in the event industry. The event technology checklist should also take into account these specificities, which require specific technical expertise.
Technical requirements for stripping
Quality streaming requires careful planning. Consider event technology in your checklist:
- Ensure an adequate and stable internet connection (preferably wired)
- Plan backup connections (4G/5G backup)
- Define the required streaming platform and its characteristics
- Consider the requirements of a multi-camera implementation
- Plan audio routing and mixing for streaming
- Take into account the specific lighting requirements for video image quality
- Make sure you have a good quality stream encoder
- Design the graphics for the stream
- Test the whole streaming system well in advance of the event
A professional streaming service offers remote participants an experience almost as impressive as being on the spot. Hybrid events are particularly important for companies that want to reach a wider audience, even internationally.
Specific features of hybrid events
Hybrid events must take into account the needs of both on-site and remote participants. Items to be added to the event technology checklist include:
- Plan the interaction between remote participants and on-site participants
- Ensure a technical solution to questions and comments from remote participants
- Consider the delay in streaming and its impact on interactivity
- Design a crew that is separately responsible for the experience of remote participants
- Make sure that performers can see both the audience on site and remote participants
- Consider time and duration limits when planning content (remote audience concentration)
- Fully test the hybrid technology before the event
Organising a high-quality hybrid event requires specific skills, but offers the opportunity to reach a wider audience in a cost-effective way. This is particularly important for seminars and conferences, where participants can come from all over the world.
Event technology checklist: technical responsibilities and contingency plan
Good preparation and clear responsibilities are the cornerstones of successful event technology. The event technology checklist should also take into account potential technical problems and how to prepare for them.
Technical responsibilities and contact persons
Make sure that all parties have a clear understanding of their technical responsibilities:
- Name the technical producer or person in charge
- Identify the people responsible for the different technical areas
- Arrange a technical contact in the direction of the venue
- Make sure that contact details are available to all interested parties
- Organise a technical briefing for all performers and event organisers
- Arrange technology training for event staff
- Define who is responsible for decision-making in different situations
Clear responsibilities and effective communication are the main pillars of successful event technology. In our experience, the best events are created through close collaboration, with clear roles for both the technology supplier and the event organiser.
Contingency plan for technical problems
Technical problems can occur despite the best planning. The event technology checklist should also include a contingency plan:
- Define the critical technology areas and their back-up systems
- Ensure backup power sources for key systems
- Plan an alternative presentation in case of technical problems
- Define approaches to the most common problem situations
- Make sure there are enough technical staff on site
- Make a clear communication plan in case of problems
Being well prepared for technical problems is part of professional event management.
Post-event technology assessment and development
The Event Technology Checklist does not end at the end of the event. A professional event organiser evaluates the success of the technical implementation of an event and learns from each event. Things to consider in the ex-post evaluation include:
- Organise a feedback meeting with the technology supplier
- Evaluate the success of the technical implementation in relation to the objectives of the event
- Collect participant feedback on the technical implementation
- Document what you have learned for future events
- Refine your event technology checklist based on experience
- Consider technology development needs for future events
- Build a long-term relationship with a reliable technology supplier
Continuous development and learning are the key to better events. By systematically collecting feedback and developing your event technology checklist, you will ensure that your technical implementations improve from event to event.
An event technology expert to help you
The Event Technology Checklist is an invaluable tool for event organisers, but for the best results, work with experts in the field. A professional technology supplier:
- Help you define the technical needs of your event
- Plans the overall technical implementation
- Provides modern and high-quality equipment
- Bring in professional staff to ensure a smooth implementation
- Solves problems quickly and professionally
- Bring experience and insight into best practices in event technology
- Allows you to focus on other aspects of the event
Kuja Media’s professional event technicians have implemented hundreds of successful events all over Finland. In addition to an event technology checklist, we offer you a reliable partner to ensure the technical success of your event.
Contact us and tell us about your event – we’ll help you make it technically impressive and functional! Get a quote and make sure your event technology is in professional hands.
