Event Lights USA

Heather, you are absolutely right regarding the importance of rehearsals. However, we are all aware that some clients do not allocate funds for this, and factors such as flight delays and miscommunication can prevent attendance at rehearsals. I am currently engaging with the events community to establish "Best Practices" for preparing speakers in advance.

Standardizing and testing media can significantly mitigate potential issues. Too often, we encounter events where rehearsals are overlooked, and individuals submit materials like PowerPoint presentations, Google Docs, or other unfamiliar media formats at the last minute. This can create challenges that disrupt the event's flow. By standardizing all speaker media to a single format, such as PowerPoint, we can minimize these complications. This approach allows the crew to quickly verify the media for accuracy and coherence.

Media should be backed up on USB drives whenever possible. We recognize that some organizations restrict the use of USB drives on their systems for security reasons. However, for those that do allow it, this method provides the fastest way to transfer media to another computer, make necessary adjustments, and update files from an existing device.

When utilizing video polling during events, it is crucial to clarify whether the polling is embedded within a program like PowerPoint or linked to an external source that requires internet access. The computer should be optimized to ensure the best performance.

It is important to address appropriate attire for speakers. Everyone wants to present themselves well without the distraction of ill-fitting audio packs. Women, in particular, may face challenges when wearing dresses that lack suitable attachment points for these devices. Suggesting that they bring a belt to wear with their dress can help alleviate this issue. Additionally, wearing jewelry or lanyards around the neck can create unwanted noise, so it is advisable to avoid these accessories before taking the stage. Finally, we have frequently observed individuals hurriedly changing their shirts, blazers, or dresses based on the background color. Understanding the color of the backdrop is crucial. For instance, if someone wears a light tan suit against a light tan drape, they may blend in and fail to stand out. By determining the background in advance and recommending colors that will enhance it, we can significantly improve a speaker's appearance and confidence.

All of these things can be addressed well in advance for rehearsals and even make the rehearsals go more smoothly and have everyone focus on the big picture.