Technical Best Practices for Planning Conferences and Physical Events

 

 

In this episode of Pro AV Today, host Ben Thomas sits down with Russ Callahan from Quest Events to explore the evolving landscape of event planning in a post-COVID world. As the events industry faces new challenges, they delve into crucial considerations, technological advancements, and the importance of knowledge transfer for successful event execution.

Key Points:

  1. Global Preparation & Emergency Planning: The post-COVID era demands a more global approach to event preparation. With the inability to obtain pandemic insurance, event planners must be proactive in emergency planning and crisis management. Russ highlights the importance of leveraging technology to ensure preparedness for unexpected scenarios.
  2. The Role of Technology in Crisis Management: Technology has become a critical tool in event planning, particularly in crisis situations. From communication systems to digital signage, event organizers can harness technology to manage emergencies effectively and keep attendees informed and safe.
  3. Training & Knowledge Transfer: The pandemic led to a loss of tribal knowledge within the events industry, making training and knowledge transfer more important than ever. Russ emphasizes the need for experienced professionals to share their expertise with newcomers and foster a collaborative learning environment.
  4. Navigating Union Labor & Local Regulations: Understanding union labor and local regulations is crucial for smooth event execution. Event planners should familiarize themselves with venue-specific rules and build positive relationships with union representatives to ensure successful staffing and operational planning.
  5. Balancing Vision with Realistic Constraints: While event planners often envision grandiose events, it’s essential to strike a balance between creativity and practicality. Knowing the budget and understanding technical limitations allows for informed decision-making and successful event outcomes.

Join Ben and Russ as they discuss how event planning has evolved, providing valuable insights to help event organizers navigate the new world of post-COVID event management.

Follow us on social media for the latest updates in B2B!

Image

Latest

Produce distribution
The Produce Distribution Industry Needs Flexibility, Empathy, and a New Generation of Talent
May 1, 2025

As inflation reshapes consumer habits and restaurant margins tighten, the produce distribution industry is under more pressure than ever. This high-touch, low-margin, logistics-heavy business is facing rising freight costs, labor shortages, and evolving food safety standards — all while trying to deliver perishable products across a fragmented national landscape. Between 2020 and 2024, the…

Read More
PGA Coach+
Unlocking Opportunity: Why PGA Coach+ Is a Smart Move for Growing Golf Instructors
May 1, 2025

In today’s competitive golf instruction landscape, standing out isn’t just about skill—it’s about visibility and value. PGA Coach+ is helping instructors amplify their reach by offering unlimited leads and a streamlined way to expand their client base. For many, the decision comes down to simple math: one new student can pay for the investment multiple…

Read More
auction
Bid, Play, Support: Rounds 4 REACH Auction Returns to New England
May 1, 2025

Golfers across New England have a unique chance to turn their passion for the game into purpose with the return of the Rounds 4 REACH Online Auction. From exclusive access to iconic clubs like The Country Club in Brookline to teeing off alongside seasoned PGA professionals, this event offers more than just a day on…

Read More
Birdie Bash
Birdie Bash Brings the Fun Back to the Fairway
May 1, 2025

In a sport known for tradition and precision, the Birdie Bash injects a welcome dose of high-energy fun into the game of golf. Designed to be more than just a tournament, it’s an experience where players of all levels can connect over shared passion, celebration, and plenty of birdies. With music, camaraderie, and spirited competition,…

Read More