{ "version": "https://jsonfeed.org/version/1", "user_comment": "This feed allows you to read the posts from this site in any feed reader that supports the JSON Feed format. To add this feed to your reader, copy the following URL -- https://www.seebtm.com/en/tag/technical-equipment/feed/json/ -- and add it your reader.", "home_page_url": "https://www.seebtm.com/en/tag/technical-equipment/", "feed_url": "https://www.seebtm.com/en/tag/technical-equipment/feed/json/", "title": "SEE Business travel & meetings magazine", "description": "Magazin za oblast poslovnih putovanja i kongresnog turizma Jugoisto\u010dne Evrope", "items": [ { "id": "https://www.seebtm.com/en/all-that-cannot-happen-at-an-event/", "url": "https://www.seebtm.com/en/all-that-cannot-happen-at-an-event/", "title": "All That Can(not) Happen at an Event", "content_html": "

Remember the 89th Academy Awards in February 2017? When La La Land was mistakenly announced as Best Picture winner instead of Moonlight?

\n

The fiasco was witnessed by millions of people watching the event. The proper protocol was simply not followed and that resulted in the mistake.

\n

Just imagine how long it takes to prepare for an event like this, how many people are involved, all that it entails, everything that requires attention, and much, much more. So, failure happens even to the best of us.

\n

Of course, you can\u2019t always plan for everything,\u00a0nor should you\u00a0\u2014\u00a0when working on events\u00a0\u2014\u00a0think that something will go wrong, but you should definitely be careful. Elementary things like venue, number of attendees, date, and time should be checked several times! We’ve put together an overview of some of the situations you might find yourself in, if you haven’t already.

\n

\"\"

\n

Delays and timeline

\n

One of the main speakers/panelists/participants is late. This is surely an unpleasant situation, and when it happens panic often starts to set in. That\u2019s understandable, but it\u2019s unsolvable. Consult with your colleagues on how to modify the agenda a bit and switch up the schedule to make deviations as small as possible. Just think about it, you would do the same thing if the person canceled their appearance at your event because they fell ill, or they were prevented for any other reason. Remember that before you start thinking that the world is coming to an end \"\ud83d\ude42\"

\n

Generally speaking, the timeline is important to keep track of as much as possible under the given circumstances. You know very well what that might look like when you are a participant in an event. Especially when it comes to bigger events that are attended by a lot of people. Everyone should get there in time, come in, get settled, and take their seats to get started. This process is not always quick, and it requires patience from both the event planner and everyone present. Sometimes a talk or presentation might take longer, sometimes the coffee break or lunch take ten minutes more, and sometimes someone is late. Keep all this in mind when creating the timeline for the event you are planning.

\n

Budgeting and unexpected costs

\n

When budgeting for your event, always count on unexpected costs. If you\u2019re arranging transportation, it might happen that someone doesn\u2019t get to the bus on time, which means you have to find another way for the person to get to the location where they are supposed to be. Or, for example, guests at a company dinner will have more drinks than planned, or someone in the group changes their mind at the last moment, cancelling or deciding to go on a trip for which they haven\u2019t signed up for. You may need to pay extra for equipment or change the initial number of coffee breaks. All in all, you should stick to the saying, \u201cbetter safe than sorry.\u201d

\n

\"\"

\n

Testing, testing, one, two, three…

\n

Murphy’s law and technical equipment often go hand in hand. Of course, you can\u2019t predict failures\u00a0\u2014\u00a0you have to deal with the situation on the spot with the person in charge\u00a0\u2014\u00a0but there are some things you actually can prevent. You\u2019ll easily find a few extra chairs or tables; this is usually not an issue. But what is? For example, if you need ten microphones for your event, make sure you get a few more in case one stops working. If you\u2019re using headsets, always have extra batteries on hand just in case. The same goes for USB sticks that are used for presentations, so make a copy. Find out whether the speakers use MAC or PC laptops because the cables are different and ask if they need VGA or HDMI ports. Having an adapter handy would be safest.

\n

The AC is not cooling enough

\n

It seems trivial, but this can be a serious problem because some things come up on the spot, when your event already started. Of course, nowadays every venue is air-conditioned, but sometimes the AC simply can\u2019t cool the entire space for larger number of people. That is why it\u2019s always important to go through the technical details at the venue where the event is taking place and, among other things if the AC is functional in the way it is supposed to be. Even if you find yourself in that situation, luckily there\u2019s Plan B\u00a0\u2014\u00a0renting extra cooling systems. This can get expensive, but it\u2019s one obvious example of why the budget should leave room for unforeseen expenses.

\n

\"\"

\n

Where\u2019s the parking?

\n

This issue is especially important for event planners. Sometimes this item gets forgotten. That\u2019s why your planning must include finding out how many people will be coming by their own cars, whether the event venue has designated parking, what is the cost, and how many vehicles can park. Another important note is that some venues/hotels might require license plates and/or names of the people who will be coming by car. Prepare this information on time!

\n

#whennoonecomes

\n

Of all the things that can get complicated at an event, perhaps the most unpleasant one is when the event is virtually non-existent. The venue is paid, the presentations are ready, the catering is organized, everything is served, the gifts are wrapped for the participants. But the participants are nowhere to be found! Only a few people came. Why is that? In most cases, there are three reasons. First one, because no one knows about your event. The question you need to ask yourself as a planner is this: \u201cWhat have I done and how have I tried to get as many people as possible to hear about my event?\u201d And today there is really a multitude of options for that, some of them require bigger budgets, some not. Media partnerships, newsletter alerts to target audiences, ads, banners, PR articles, TV coverage, etc. Yes, this is an additional cost indeed, but certainly lower than the cost you would pay if no one showed up.

\n

Second reason may be that you did not brand your event as relevant to your target group, which is very important job and generally takes a couple of years, and depends on the overall company\u2019s business or organization as an organizer and the relationships they have (or you have) with key stake holders.

\n

\"\"

\n

And the third reason can be very simple, but often neglected \u2013 if other important event/events is/are on the same day, so that can affect number of your potential attendees, whether it is a festive day, a slava, even depends what day of the week is it. Keep all this in mind when choosing the date and time of your event.

\n

Take a deep breath and think about learning from mistakes :), as well as from contingencies. One might argue that this is one of the advantages of event planning. Overcoming obstacles and other things happening that are most certainly not on your agenda. This is what builds your professional capacity, as does openly talking about your experiences. Have you got any stories like this that you would like to share?

\n

The post All That Can(not) Happen at an Event appeared first on SEE Business travel & meetings magazine.

\n", "content_text": "Remember the 89th Academy Awards in February 2017? When La La Land was mistakenly announced as Best Picture winner instead of Moonlight?\nThe fiasco was witnessed by millions of people watching the event. The proper protocol was simply not followed and that resulted in the mistake.\nJust imagine how long it takes to prepare for an event like this, how many people are involved, all that it entails, everything that requires attention, and much, much more. So, failure happens even to the best of us.\nOf course, you can\u2019t always plan for everything,\u00a0nor should you\u00a0\u2014\u00a0when working on events\u00a0\u2014\u00a0think that something will go wrong, but you should definitely be careful. Elementary things like venue, number of attendees, date, and time should be checked several times! We’ve put together an overview of some of the situations you might find yourself in, if you haven’t already.\n\nDelays and timeline\nOne of the main speakers/panelists/participants is late. This is surely an unpleasant situation, and when it happens panic often starts to set in. That\u2019s understandable, but it\u2019s unsolvable. Consult with your colleagues on how to modify the agenda a bit and switch up the schedule to make deviations as small as possible. Just think about it, you would do the same thing if the person canceled their appearance at your event because they fell ill, or they were prevented for any other reason. Remember that before you start thinking that the world is coming to an end \nGenerally speaking, the timeline is important to keep track of as much as possible under the given circumstances. You know very well what that might look like when you are a participant in an event. Especially when it comes to bigger events that are attended by a lot of people. Everyone should get there in time, come in, get settled, and take their seats to get started. This process is not always quick, and it requires patience from both the event planner and everyone present. Sometimes a talk or presentation might take longer, sometimes the coffee break or lunch take ten minutes more, and sometimes someone is late. Keep all this in mind when creating the timeline for the event you are planning.\nBudgeting and unexpected costs\nWhen budgeting for your event, always count on unexpected costs. If you\u2019re arranging transportation, it might happen that someone doesn\u2019t get to the bus on time, which means you have to find another way for the person to get to the location where they are supposed to be. Or, for example, guests at a company dinner will have more drinks than planned, or someone in the group changes their mind at the last moment, cancelling or deciding to go on a trip for which they haven\u2019t signed up for. You may need to pay extra for equipment or change the initial number of coffee breaks. All in all, you should stick to the saying, \u201cbetter safe than sorry.\u201d\n\nTesting, testing, one, two, three…\nMurphy’s law and technical equipment often go hand in hand. Of course, you can\u2019t predict failures\u00a0\u2014\u00a0you have to deal with the situation on the spot with the person in charge\u00a0\u2014\u00a0but there are some things you actually can prevent. You\u2019ll easily find a few extra chairs or tables; this is usually not an issue. But what is? For example, if you need ten microphones for your event, make sure you get a few more in case one stops working. If you\u2019re using headsets, always have extra batteries on hand just in case. The same goes for USB sticks that are used for presentations, so make a copy. Find out whether the speakers use MAC or PC laptops because the cables are different and ask if they need VGA or HDMI ports. Having an adapter handy would be safest.\nThe AC is not cooling enough\nIt seems trivial, but this can be a serious problem because some things come up on the spot, when your event already started. Of course, nowadays every venue is air-conditioned, but sometimes the AC simply can\u2019t cool the entire space for larger number of people. That is why it\u2019s always important to go through the technical details at the venue where the event is taking place and, among other things if the AC is functional in the way it is supposed to be. Even if you find yourself in that situation, luckily there\u2019s Plan B\u00a0\u2014\u00a0renting extra cooling systems. This can get expensive, but it\u2019s one obvious example of why the budget should leave room for unforeseen expenses.\n\nWhere\u2019s the parking?\nThis issue is especially important for event planners. Sometimes this item gets forgotten. That\u2019s why your planning must include finding out how many people will be coming by their own cars, whether the event venue has designated parking, what is the cost, and how many vehicles can park. Another important note is that some venues/hotels might require license plates and/or names of the people who will be coming by car. Prepare this information on time!\n#whennoonecomes\nOf all the things that can get complicated at an event, perhaps the most unpleasant one is when the event is virtually non-existent. The venue is paid, the presentations are ready, the catering is organized, everything is served, the gifts are wrapped for the participants. But the participants are nowhere to be found! Only a few people came. Why is that? In most cases, there are three reasons. First one, because no one knows about your event. The question you need to ask yourself as a planner is this: \u201cWhat have I done and how have I tried to get as many people as possible to hear about my event?\u201d And today there is really a multitude of options for that, some of them require bigger budgets, some not. Media partnerships, newsletter alerts to target audiences, ads, banners, PR articles, TV coverage, etc. Yes, this is an additional cost indeed, but certainly lower than the cost you would pay if no one showed up.\nSecond reason may be that you did not brand your event as relevant to your target group, which is very important job and generally takes a couple of years, and depends on the overall company\u2019s business or organization as an organizer and the relationships they have (or you have) with key stake holders.\n\nAnd the third reason can be very simple, but often neglected \u2013 if other important event/events is/are on the same day, so that can affect number of your potential attendees, whether it is a festive day, a slava, even depends what day of the week is it. Keep all this in mind when choosing the date and time of your event.\nTake a deep breath and think about learning from mistakes :), as well as from contingencies. One might argue that this is one of the advantages of event planning. Overcoming obstacles and other things happening that are most certainly not on your agenda. This is what builds your professional capacity, as does openly talking about your experiences. Have you got any stories like this that you would like to share?\nThe post All That Can(not) Happen at an Event appeared first on SEE Business travel & meetings magazine.", "date_published": "2020-03-24T09:12:49+01:00", "date_modified": "2020-03-24T09:12:49+01:00", "author": { "name": "Milica Novak", "url": "https://www.seebtm.com/en/author/milicanovak/", "avatar": "https://www.seebtm.com/wp-content/uploads/Milica-Novak.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/srp-naslovna.jpg", "tags": [ "air condition", "budgeting", "event organization", "parking", "technical equipment", "EVENT ORGANIZATION", "Hot topics", "MUST READ" ], "summary": "Remember the 89th Academy Awards in February 2017? When La La Land was mistakenly announced as Best Picture winner instead of Moonlight?" }, { "id": "https://www.seebtm.com/en/wizard-sound-light-agency-ruma-serbia/", "url": "https://www.seebtm.com/en/wizard-sound-light-agency-ruma-serbia/", "title": "Wizard Sound Light Agency, Ruma, Serbia", "content_html": "

\"\"Wizard Sound Light is the agency that provides services regarding event organization which have the need for renting technical equipment, but also need technical support.

\n

The agency provides sound systems, lighting, special effects, but also set up structures for various types of events, whether corporate or private, such as celebrations, congresses, presentations, etc.

\n

Thanks to the professional team of employees, the agency provides and technical support during the event.

\n

The post Wizard Sound Light Agency, Ruma, Serbia appeared first on SEE Business travel & meetings magazine.

\n", "content_text": "Wizard Sound Light is the agency that provides services regarding event organization which have the need for renting technical equipment, but also need technical support.\nThe agency provides sound systems, lighting, special effects, but also set up structures for various types of events, whether corporate or private, such as celebrations, congresses, presentations, etc.\nThanks to the professional team of employees, the agency provides and technical support during the event.\nThe post Wizard Sound Light Agency, Ruma, Serbia appeared first on SEE Business travel & meetings magazine.", "date_published": "2015-03-25T09:30:52+01:00", "date_modified": "2017-03-22T11:16:15+01:00", "author": { "name": "Mirjana Novitovic", "url": "https://www.seebtm.com/en/author/officebs/", "avatar": "https://www.seebtm.com/wp-content/uploads/slika-.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/wizard.png", "tags": [ "agency", "technical equipment", "wizard", "SEEmice.com recommendations" ] }, { "id": "https://www.seebtm.com/en/must-have-for-a-successful-conference/", "url": "https://www.seebtm.com/en/must-have-for-a-successful-conference/", "title": "MUST-HAVE FOR A SUCCESSFUL CONFERENCE", "content_html": "

The purpose of the research was to determine the requirements that should be fulfilled both on the part of the hotels and event venues as on the part of event organizers to ensure the success and high quality of a conference or convention.

\n

The following must-have hotel amenities are a necessary requirement:

\n\n

As for the congress facilities and capacity, the first criterion which must be satisfied concerns the number of meeting halls, their capacity, and possibilities in regard to configuration changes at customer request (the most frequent request cited in the research is for a U-shaped configuration).

\n

Additionally, some of the other basic criteria include:

\n\n

When talking about event organization, technical equipment is another must. The participants in the research specified the following equipment as necessary for the success of a convention / congress / seminar:

\n\n

The remaining items thought to be must-have for any event organized or attended include:

\n\n

In conclusion, one of the things that affect the choice of venue for an event is courteous, professional, well organized, and friendly staff and good pre-event communication between the hotel and organizer, marked primarily by flexibility, readiness to adjust to group needs, and an experienced team event manager.

\n

M.M.

\n

The post MUST-HAVE FOR A SUCCESSFUL CONFERENCE appeared first on SEE Business travel & meetings magazine.

\n", "content_text": "The purpose of the research was to determine the requirements that should be fulfilled both on the part of the hotels and event venues as on the part of event organizers to ensure the success and high quality of a conference or convention.\nThe following must-have hotel amenities are a necessary requirement:\n\nParking with video surveillance/sufficient parking/garage\nSufficient number of single rooms\nAccessibility to persons with special needs\nA hotel restaurant or a restaurant in the close vicinity of the hotel where formal dinners can be organized\nA sports field and other facilities convenient for team building activities\nA large and spacious hotel lobby\nSuitable and separate entrances to the meeting room \u2013 one for the lecturers and another for the participants\nFlexibility of menus (dietary food, vegetarian/vegan cuisine, catering to people with allergies to certain ingredients)/a varied offer for coffee and refreshment breaks\nGood catering\nLate check-out\nAirport proximity\n\nAs for the congress facilities and capacity, the first criterion which must be satisfied concerns the number of meeting halls, their capacity, and possibilities in regard to configuration changes at customer request (the most frequent request cited in the research is for a U-shaped configuration).\nAdditionally, some of the other basic criteria include:\n\nMeeting hall flexibility and partitioning, moving walls, tables, and chairs\nA meeting hall allowing for different configurations\nHigh ceiling\nNatural lighting and ventilation\nNoise isolation\nRegistration desk\nWardrobe\nSufficient number of toilets\nAdequate space between chairs and rows\nGood visibility in the meeting room for all participants\nA front area or functional lobby appropriate for catering\nExhibition space\nSeparate entrance to the congress center\nEvent manager \u2013 a person in charge of managing a specific event\nPrecise signs throughout the hotel (printed and electronic)\nRestaurant schedule flexibility (coffee break, lunch, etc.)\n\nWhen talking about event organization, technical equipment is another must. The participants in the research specified the following equipment as necessary for the success of a convention / congress / seminar:\n\nScreen and projector\nSound system\nFlip chart, stand, markers\nWiFi\nVideo conference equipment\nSimultaneous translation equipment\nVideo beam\nLaptop\nWireless microphone\nWhite board\nIndicator\nExtension cables / sufficient number of sockets enabling multiple laptop use\n *Technician available throughout the event\n\nThe remaining items thought to be must-have for any event organized or attended include:\n\nCourteous staff able to handle program changes\nGood service\nCleanliness of facilities\nSeparate smokers\u2019 area during coffee breaks (door to balcony)\nBreaks \u2013 at least an hour and a half after lunch prior to start of afternoon session\nAdherence to planned schedule\nBottled water on tables\nTechnical support throughout the event\n\nIn conclusion, one of the things that affect the choice of venue for an event is courteous, professional, well organized, and friendly staff and good pre-event communication between the hotel and organizer, marked primarily by flexibility, readiness to adjust to group needs, and an experienced team event manager.\nM.M.\nThe post MUST-HAVE FOR A SUCCESSFUL CONFERENCE appeared first on SEE Business travel & meetings magazine.", "date_published": "2014-06-27T10:47:21+02:00", "date_modified": "2015-03-27T14:57:04+01:00", "author": { "name": "Miona Milic", "url": "https://www.seebtm.com/en/author/miona/", "avatar": "https://www.seebtm.com/wp-content/uploads/IMG-20240224-WA0003-e1728981138373.jpg" }, "image": "https://www.seebtm.com/wp-content/uploads/anketa_slajd.jpg", "tags": [ "conference", "hotel", "must have", "technical equipment", "Trends" ] } ] }