The Significance of Seamless Event Execution

Is it a coincidence that the word “execution” can mean the process of carrying out a plan and it can also mean…less pleasant things? But executing an event can happen with zero drama if you know what you’re doing and have a great plan. Obviously events, especially large ones, have multiple moving parts and rely on lots of people doing a variety of things well and on time. Not only is this doable, it’s infinitely manageable with the right tools.
An event manager is like an orchestra conductor. If the conductor has excellent musicians who have clear communication about what’s expected from their performance and comes prepared to lead with a thorough knowledge of the music, the performers, and the space, success is highly likely. Executing an event is just the same. At avad3 we seamlessly execute over 200 events a year nationwide! It takes a knowledgeable team of A/V/L experts to pull off an amazing event.

Photo by: avad3 Event Production, team unloads gear from truck outside of an event.

Planning & Staffing

Any event starts with planning, months and sometimes even years out. There are lots of ways to go about this, but one efficient process is to consider the three main parts of planning:
1.      Identify event needs What are the goals of the event? Are you trying to get people familiar with a new product? Engage employees? Train industry professionals? It’s much easier to plan when you have named and quantified the needs and goals.
2.      Manage tasks You know there are a thousand things that have to happen for an event to get fully planned. Start a checklist on day one. Tons of event management apps and software programs exist to make this easy. In addition to putting items on the list, consider the people involved in the event and how you’ll collaborate with them throughout the planning process.
3.      Staff the event At minimum you’ll likely need a small team to help you make the event happen but it’s often a much larger group consisting of vendors and event workers. This is your orchestra. Ensuring that you have an event staff that you can trust to do high quality work is essential.

Photo by: avad3 Event Production, team member conversation at Walmart Marketplace Seller Summit – Las Vegas NV.

Technology & Tools

Technology has long been a part of events, but its role is more integrated than ever. Every facet of not only the event, but also its planning and execution, can be enhanced by the newest tech tools.

Event Planning Software

If you’re a notebook and pencil planner you may be hesitant to embrace event planning software, but consider the advantages. Your budget, vendor info, and document storage can all be neatly organized in one dynamic space, always accessible by your laptop, tablet, or even your phone. You can allow multiple people access to view and/or edit so you can be notified of changes in real time and you don’t waste valuable planning minutes messaging updates to your team.

Event Apps

An event app can totally transform the attendee experience while it’s simplifying your job. Once participants have the app (easy enough to do with a QR code at check in or in pre-event communication) they can access itineraries, speaker info, registration forms, space layouts and more all in one place and all at the same time. You will be able to make last minute additions or corrections and push out the latest info to everyone easily. There are even features like real time polling, Q and A entry, and lead captures that will truly enhance the event experience for everyone.

Event Technology

When you’re planning the event content, talk with your production company to find out what options exist for incorporating the latest technology. Dynamic LED screens can replace signs; live streaming can greatly increase your participation options. New tech is constantly available and can often make your job easier while making an event more exciting and buzzworthy.

Photo by: avad3 Event Production, Audio console set-up

Marketing & Communication

Your event will only be as successful as the marketing that gets people there and interested. Part of identifying your goals is determining who your audience is and how best to reach them. The way you communicate with and market to them up until the event cannot be overlooked or undervalued. Mail, email, social media, and advertising are all options that can be used, but some work better than others depending on the situation. Take time to create materials that will catch their attention and be purposeful about a marketing plan that considers the frequency and methods of your efforts.

Logistics & Venue Management

Here we get to some of the fundamentals of event execution. Often event planners are juggling multiple events at once and the logistics can be overwhelming. It is crucial to select venues and hire vendors that you trust and that know how to handle their part of the work flawlessly. Ideally, the orchestra conductor is not having to correct a violinist’s work during the performance. Everyone is professional, knows their job, and executes it, which leaves you free to manage the flow and handle issues as they arise.
One facet of logistics that shouldn’t be overlooked is speaker or presenter selection. Of course you’ll want people with the right content fit. But make sure they’re also professional and that they clearly understand their role and the goals of the event so there are no surprises.
Speaking of surprises, those are rarely good at an event if you’re running the show. That’s why rehearsals and venue walk throughs are so important. They happen at the busiest time of event planning so it can be tempting to skip them but it’s a big mistake to do so. These are your best opportunities to spot any previously overlooked issues, conflicts, or glitches without an audience and in time to course correct. You can finalize your itinerary with confidence that you’ve walked through the plan and it will work.

Photo by: avad3 Event Production, team member manages stream for a live webinar.

Lead Capture & Engagement

Depending on the type of event you’re having, lead capture could be an important goal. Almost certainly engagement is. Spending some planning time considering how to make it happen is worth the investment. There are ever-evolving options for helping your attendees and stakeholders capture leads- especially if you embrace the tech that continues to make it easier and more interesting. Tech also allows participants to be more directly involved than ever. They can give real time input and feedback. A large format discussion used to be limited to the few people who could make their way to a microphone. Now through an app or website, everyone present can participate and add value. Make your best effort to have successful engagement, but make sure you don’t rely on your own perception to assess whether or not it worked. Consider incorporating post-event surveys or other ways to measure the event’s success from other points of view.

Legal & Budget Considerations

The budget is everyone’s favorite part of planning, right? Okay, obviously not. BUT. It actually can be a tool you use to relieve some stress. Developing a thorough, categorized budget in the first stages of planning will help you prioritize the rest of your work. Although it may seem contrary to your instincts, share your budget with prospective vendors. This will help you get a realistic understanding of what you can afford to do, and you’ll realize quickly if the budget needs tweaking.
Throughout planning, paperwork will be inevitable. It might not be fun, but don’t even think about skipping it. Contracts are there to protect you and to ensure that everyone has the same expectations of what will be done. Make sure agreements are thorough and spell everything out.
If budgets and paperwork (or any part of the planning process really) are overwhelming, you might consider choosing an event planning company to partner with. Their expertise can save you valuable time and money while preventing mistakes or overlooked details.

Photo by: avad3 Event Production, digital signage at Mastercard’s Excellence in Analytics Summit – Bentonville AR.

Sustainability & Best Practices

It can be tempting to skim over this part, because you’ll get to the finish line without it. It won’t be nearly as satisfying though. Best practices exist for a really obvious reason- they are the best way to do what you’re doing, as determined by the experience of all who have gone before you. Listen to the voices that have already done what you’re doing and the lessons that have been learned. You will save so much time and so many mistakes. Sustainability is almost always included in best practices simply because it is what’s best. These methodologies have been developed for all industries so that planners can proceed with confidence, knowing they’re doing good and ethical work that will likely result in success. For the best results, incorporate the best practices you learn into a comprehensive event execution checklist.

There are no super secret magic tricks to executing a successful event. It comes from careful and thorough planning and using the tools available to you to their fullest capabilities. Learn what your options are. Make goals, a budget, and a to-do list, and prioritize. Communicate with your vendors, stakeholders, and participants to learn as much as you can about what everyone expects from the event and what everyone can contribute. Prepare, rehearse, and assess. And during the event, pause for a moment to look around and savor the success you’ve created.

It’s often difficult to feel involved at an event with thousands of people in attendance. Even when a presenter involves the audience, chances are you’ll be more of an observer than a participant. And while learning can absolutely happen in large groups, the methods and effectiveness are limited. This is why breakout sessions can be so essential to events. They can have different structures, sizes, and goals, but they all serve a common purpose: they increase the value of an event for attendees. Pulling this off often requires the expertise of an event production team, at avad3 We maintain control over every aspect of production, ensuring quality and reliability. We are a hands-on team committed to delivering exceptional results and seamlessly integrating ourselves into your project.
Let’s look at how this happens.

 
Photo by: avad3 Event Production, cozy breakout space at Walmart Marketplace Seller Summit – Las Vegas NV.

What are Breakout Sessions?

Basically, breakout sessions are smaller meetings that happen at designated times during a larger event. There are typically multiple breakout sessions happening at the same time, and attendees are either assigned a session to attend or are allowed to choose based on their needs and preferences. The aim of breakout sessions is to allow for greater participation and collaboration within a more intimate setting. Breakout sessions can be just as effective virtually as they are in person to boost engagement and productivity. If you’re interested in the photos you’re seeing in this article, check out the case study to the event we’re heavily featuring here

Photo by: avad3 Event Production, Team member makes adjustments in breakout room at Springdale Convention Center – Springdale AR.

Breakout Session Benefits

The benefits of breakout sessions are plentiful. People feel much more comfortable in smaller groups when being asked to participate in a discussion or activity. It’s a great opportunity to focus on a specific topic and invite detailed conversations. If attendees have been in large sessions, listening to speakers, a breakout session can provide a welcome break from the monotony that allows them to relax and refocus. Participants are much more likely to feel ownership over the training they’re receiving, or the work they’re doing, when they feel they’re a part of a small group that has come together purposefully, and it will enhance their engagement.

Photo by: avad3 Event Production, Team member behind camera in breakout room at EAST Con – Hot Springs AR.

Types of Breakout Sessions

Breakout sessions can have many outcomes, even within one session. Usually, though, the sessions are created with one of four main goals in mind:
–       Collaboration These sessions serve to have a small group accomplish a task together. Maybe they are brainstorming, maybe they’re refining an idea. This is similar to the think tank concept. The way collaboration is achieved can depend on the size of the group, the time, and the task.
–       Learning At large professional conferences, learning breakout sessions are a popular way to provide attendees with a range of opportunities to learn more in areas that specifically interest them. It allows a greater diversity of knowledge to be disseminated, by a range of presenters whose expertise varies. Each presenter has the freedom to present in the way that best suits them and the information they are passing along.
–       Fun For people to work well as a team and be productive, it is essential that they get to know each other in a way that’s low pressure and enjoyable. There will always be people who think having fun isn’t important or helpful but- we’ll just say it- they’re wrong.
–       Networking If attendees don’t get much face-to-face time or have never met, breakout sessions are an excellent opportunity for them to fix that. This can even work with online sessions, and it adds tremendous value to the event experience for those who participate.

Photo by: avad3 Event Production, Team member adjusts audio console in a breakout room at EAST Con.

Session Ideas

Once you know which type or types of breakout sessions you need, you can turn to choosing from a wide variety of options on how to structure them. Let’s look at some examples of what can happen in breakout sessions.
–       Lightning Talks In a setting where education is the goal, it’s important to guard against overwhelming attendees. Lightning talks, where a presenter gives a focused, short talk on a particular topic, allows for a slice of knowledge to be presented in a way that keeps everyone’s attention and is manageable to ingest.
–       Speed Networking Being surrounded by hundreds of your professional peers is an excellent opportunity, but creating connection can be difficult. A speed networking session gives participants the infrastructure they need to make new contacts quickly and efficiently.
–       Games Yes, games. Fun can be tremendously effective at getting people engaged and energetic.
–       Goal Setting This is a flexible process that can be used to allow attendees to make personal or professional goals, or even work together to brainstorm goals for a project or organization.
–       Ask Me Anything (AMA) Popularized online but just as doable in person, these sessions allow a leader or noteworthy attendee to answer questions in a more casual setting. Doing this during a breakout session means more people will be able to actually ask their questions, and it will make the process feel more informal and intimate.
–       Outdoor Activities Breakout sessions don’t have to happen in conference rooms or ballrooms. An outdoor session can bring a literal and figurative breath of fresh air to participants and allow them some movement. It’s a great opportunity for activities with a physical element.
–       Open Mic Most people have something valuable to say if they’re given the chance. Open mic sessions can be fun and interesting but they can also be revelatory. It’s likely that your team has hidden strengths they’ve never had the opportunity to showcase. This gives them that opportunity.
–       Drop-in Discussions This is a great option when participants are on the go. Hosting a drop-in discussion on a specific topic means people who would need to arrive late or leave early can still feel encouraged to attend and participate.

Photo by: avad3 Event Production, large breakout room at Walmart Marketplace Seller Summit – Las Vegas NV.

Planning & Execution

If you know breakout sessions will add value to your event, it’s important that you plan well and execute properly. First, set clear goals for each session as you plan. Make sure there isn’t redundancy and that you have a measurable way to know if the session was successful. When scheduling the sessions consider space layout, noise issues, and travel time for attendees. Even if the sessions are virtual, people need time to visit the bathroom and take a breath to refocus. Once the schedule is set, make sure participants are informed of all the important details.
For each session, consider the space. How should it be laid out? If it’s virtual, what format will work best? If you are grouping participants rather than having them choose what to attend, do
so thoughtfully.

Consider the range of experience, demographics, and personalities to create groups that will provide a variety of viewpoints and expertise. Make sure each room has all the materials and equipment it needs. Double check with a session’s presenter or moderator on this point since they’re the ones who will be running that particular show. Technology can enhance sessions in all kinds of ways, so look into what you have available and discuss the sessions and your options with your production company. Don’t forget to get event feedback specifically on the breakout sessions both from participants and facilitators, so you will know what worked and what could use improvement next time.

Photo by: avad3 Event Production, breakout room at Rewired – Bud Walton Arena.

Using Platforms

If your event has an online component or is entirely virtual, don’t think that breakout sessions can’t still happen and be valuable. Tools exist that make the process streamlined and smooth- products like Kaltura can help you manage your sessions with ease. They contain features like auto-assign for groups, digital whiteboards, and simplified screen sharing. You can also assign host controls for breakouts that allow multiple people to manage several sessions simultaneously.

Breakout sessions have been around for a long time, with good reason. They’ve proven effective at giving people a different, more intimate way to work and learn. They can be employed at large conferences, company meetings, and learning summits. The ways they can be used are as varied as the outcomes that can be achieved, and the evolution of technology has broadened capabilities even more. Breakout sessions are worth the planning work!

Listen.

Really, truly listen. The next time you’re at a large meeting or an event, notice how the  sound is delivered to you. How are the microphones and speakers? Can you hear static or are the voices distorted at all? Does everyone come across at about the same volume? At most events, sound is the primary method of information delivery. It also sets the mood, defines the energy, and whether you realize it or not, it communicates the professionalism and level of planning that has gone into the event.

Photo by: avad3 Event Production, A1 makes adjustments on Yamaha DM7 Console.

Reasons Why Audio is Crucial for Events

Engagement Regardless of the event type, every planner wants their participants to be engaged. Perhaps a CEO is presenting performance data at an annual meeting, or a gala host is recounting the impact recent donations have made on a nonprofit’s work. You want attendees to be able to remember, retain, and respond to what’s being presented. They can’t do that if they can’t hear clearly, or they’re distracted by poor sound.

Message Clarity Every word counts. If a microphone shorts out every once in a while, even if only a few seconds are lost, it matters. Not only can it knock a presenter off his or her rhythm, it can inadvertently omit or change crucial parts of a message. You don’t want people wondering if they heard “fifteen percent” or “fifty percent”. Clarity is essential, and it must be consistent.

Video Enhancement It’s such a letdown when a video begins to play for an audience and the audio fails to come on, or blares so loudly everyone covers their ears, or is on a 3 second lag. Video presentations at events are usually products of a lot of thoughtful work, and their impact can be significantly diminished if the audio isn’t flawless. Even if it’s fixed quickly, the impact of the moment is lost.

Emotional Impact If you’ve ever been to a large event when there was alot of audio feedback or a mic went out, you know that it changes everything even if it only lasts for a moment. The participants’ concentration is broken, and whatever emotional or mental place you are trying to lead your group to is suddenly derailed with the distraction. Quality event sound means you never notice it’s there, because it’s working consistently, and everyone is able to focus on the content and the feeling of the moment you’ve brought them to.

Photo by: avad3 Event Production, A2 prepares mic packs for 3,000 attendee conference.

Creating the Best Audio Experience

By now it should be clear that audio is a component of any event planning that should not only not be ignored, but deserves priority in planning and execution.
Here’s how you make it happen:

Investment in Quality Equipment Audio is an arena where quality really matters. Using in-house audio-visual equipment may seem like the way to go for simplicity’s sake, but it’s highly unlikely that you’ll get the microphones, speakers, and recording equipment you actually need. You’ll want a production company that can provide newer equipment that is in excellent condition. You don’t want a wireless microphone that can’t hold a charge or a speaker system with fraying wires. Technology is constantly changing and improving, and you want to benefit from that rather than get by with outdated methods. Your sound will only be as good as the equipment it’s being sent through, so make sure the equipment you’re using is the best.
 
Sound Check This is a step that should never be skipped. A sound check achieves more than one goal. It ensures that all equipment is performing as it should, that speakers are located in the ideal locations and that you have enough of them. It allows you to determine ideal volume levels and microphone consistency. Most importantly, the event planner can leave a sound check feeling confident that participants will have a smooth audio experience.
 
Professional Setup Are you noticing that this is a lot to think about for sound? It is, and it’s all important. That’s why working with an experienced, professional production company is essential. A production company knows the answers to all the audio questions you have. They know what equipment will make the best use of your budget while making sure it meets all of your needs. They efficiently set up and run the audio components of your event to be flawless and invisible. No wires running across the floor, no mic battery changes in the middle of a presentation, no last minute panic that you forgot something. Your attendees will never know they were there, but you’ll be thankful every minute that they are.

Photo by: avad3 Event Production, avad3 team member makes adjustments on the audio console in a conference breakout room.

Considerations for Event Sound

Event Type & Size Obviously, a 30-person meeting has different needs than a 300-person gala or a conference with thousands of attendees. A production company will work with you to ensure that you have exactly the scope and range of equipment you need. Decisions like how many microphones to use for a panel discussion, exactly how loud you’ll need the sound to be, and what role music (either live or recorded) may play in your audio plans will be made with your production company. They’ll guide you to choices that maximize your budget without compromising quality.

Speaker & Music Quality Again, sound is only as good as what it’s coming out of. Your production company will know how many and what types of speakers will be best for your event, as well as where they should be placed. They’ll also confirm that any audio files, like prerecorded music or videos, are in the correct format and of sufficient quality to come through crystal clear. A sound check will confirm the right choices.

Room Acoustics No two rooms sound just the same. What provides great sound in one room may get swallowed up or create an echo in another. The setup will be unique to the space and dependent on multiple factors such as room size, acoustics, and layout. Again, a great production company will know exactly what to take into consideration and will be able to make informed decisions about how to proceed.

It’s natural for event planners to look for ways to cut costs, especially ways that won’t change the successful outcome of the event. Audio is one area, though, where the investment is always worth it. The most beautiful, well planned event in the world can’t overcome an audience not being able to hear the keynote address or speakers constantly glitching. Audio production deserves a priority spot in budgeting and planning, and a great production company can pull it all together so it integrates seamlessly into your event.