Technical Considerations and Safety
Behind the scenes of every successful event lies a complex system of technical coordination and meticulous safety measures. From the operation of audiovisual equipment to the implementation of safety protocols, these aspects are essential to a flawless event experience.
Create a Registration or Ticketing System
A registration or ticketing system serves as the first touchpoint in an attendee’s event experience. By investing time and resources into developing a smooth system, you can elevate attendee satisfaction, ensure a smooth registration process, streamline event entry, and conduct accurate data capture.
Before you begin establishing a registration or ticketing system, consider the specific needs of your event. This will help you tailor your system to the unique requirements of your event.
There are numerous ticketing and registration platforms available, each with their own set of features. Based on your needs, select a program that aligns with your event type, anticipated attendance, and budget.
Carefully review the fee structure before making your selection. Keep in mind that for simple events, a registration form can easily be constructed using survey software such as Qualtrics and Google Forms.
Registration pages should be visually appealing, user friendly, mobile-responsive, and in line with your event branding. Make sure the page provides attendees with all the necessary information about the event.
For events that require payment, establish a secure payment portal that supports a wide range of payment methods and currencies, especially if your event is an international event (e.g., an academic conference).
Depending on the nature of your event, you may want to capture specific information from attendees such as dietary preferences or workshop choices. Customize your registration form to gather important data without making the registration process cumbersome.
To boost registration, consider offering discounted rates for people who sign up in advance or provide discounts for group registration.
Before publishing your registration system, run multiple tests to ensure that the registration process is smooth, payments are processed correctly, and the data is captured accurately.
Manage All Technical Aspects
Technical considerations should be front and center during planning to avoid glitches, reduce last-minute challenges, and ensure the best experience for event participants.
From microphones and speakers to projectors and lighting systems, you must ensure that you have all equipment needed to run your event. Be sure to get a list of equipment that is available from the venue and create a separate list of items you and your team may need to supply. For outdoor venues, note that the Student Union offers equipment loans and rentals for specific items.
When making your list of required equipment, consider all content types that will be part of the event. This will help you decide what type of screens you need (central or side screens) and specific aids for speakers (laptop, confidence monitor, teleprompter, slide advancer, or laser pointers).
Engage with technical experts early in the event planning process to understand technical details, run of show planning, and system/venue capabilities. Discuss any broadcasting, live-streaming, or recording requirements of your event in advance.
Make sure that presentations, videos, and other content pieces are finalized and provided to technical personnel several days before the event. Providing content at the last minute can compromise the quality of technical support and production, which in turn can demonstrate poor preparation to your audience.
Whether you’re using PowerPoint, Google Slides, or another visual tool, files need to be managed carefully when being sent, shared, and presented. Remember that when files are shared across platforms, there can be unintentional changes in graphics, fonts, and layers.
Best Practices for File Management
- Ask for a PDF for all presentations to allow side-by-side comparisons of all files. This will allow you to easily detect file discrepancies.
- If files are large and must be emailed, always zip the files before sending them.
- Be aware of all fonts being used in a presentation and confirm that they are installed on the presentation device. Google Fonts is a great resource for this practice.
- When embedding videos, link to a file that’s stored on the presentation device, as online videos can be slow and undependable.
- Tip: Because video files are quite large, consider embedding them after the file is loaded onto the presentation device.
Schedule a technical rehearsal (also known as a “paper tech”) to catch potential issues and ensure that all technical personnel and elements run smoothly. Understand the backup systems available for the technical components in case something doesn’t go as planned during the event. Be sure that all staff know basic technical operations so they can handle minor issues and guide participants when necessary.
The technical rehearsal is also a great opportunity to be sure that your event staff are familiar with the show/meeting program. That way, all hands are available to help in case you need to overcome obstacles during an event.
Mitigate Event Risks
The safety and security of all event attendees and organizers is of utmost importance. Adhering to established rules and protocols ensures that all participants enjoy the event while the university upholds its reputation as a premier event host.
Be sure to regularly liaise with relevant campus departments and consult university policies and guidelines. If ever in doubt, err on the side of caution. Taking preventive measures upfront can prevent potential challenges down the line, ensuring your event remains memorable for all the right reasons.
The Risk Management and Safety website contains guidelines set by UNLV and NSHE to protect faculty, staff, students, and visitors. These guidelines are designed not only to prevent injury but also to shield the institution from potential financial repercussions and reputational damage.
Contact UNLV Risk Management and Safety for additional information, questions, or concerns.
Related Links
You will need to meet additional requirements, including submission of the the special event form, if your event meets the following criteria:
- Expected attendance is 150 people or more, or
- The event presents some likelihood of substantial disruption due to:
- Attendance of a high-profile individual(s)
- Amplified sound (e.g., a concert)
- Location that delays exiting traffic, causes parking/traffic issues, or presents other risk management concerns
- Majority of attendees being non-UNLV guests
Note that some UNLV venues will submit the special event form on your behalf. Communicate and coordinate with the venue as appropriate.
Always be aware of the restrictions and requirements for venue capacities. Such restrictions ensure that the event space is not overcrowded or unsafe for participants.
Plan and work with Parking and Transportation Services in advance to ensure that attendees have a seamless and safe arrival and departure process.
To request parking for an event, the host department or organization must complete the Event Parking Request Form at least 48 hours before the start of the event.
While event planners hope to never to face emergencies, it’s critical to be prepared in case a situation arises. Preparation includes:
- Keeping entrances and exit routes clear
- Providing unblocked access to fire suppression equipment
- Being aware of the venue’s plan for emergency evacuation
- Having emergency contact information handy at all times
If your event includes someone who is likely to draw significant attention (such as a political figure, prominent speaker, or entertainer), it is essential to partner with relevant campus units (e.g., University Police Services, Office of the President, and/or Office of Government and Community Engagement) to handle logistics and maintain safety.
For special or large events where a police presence is needed, schedule coverage through University Police Services’ Special Event Services unit. Such events include:
- Concerts and festivals
- Student events
- Sporting events
- Visiting dignitaries