Today, let’s chat about a topic that’s often overlooked but crucial in events: the importance of rehearsals, walk-throughs, or whatever you want to call them. Whether you’re a seasoned meeting planner, a PA who got thrown into the gig, or someone in HR who is tasked with organizing an event, this post is meant to make your life easier so that your speakers can shine. This is what ya gotta do so your attendees get the best experience possible.
The Power of Preparation: Why Rehearsals Matter
Ironing Out the Technicalities
Rehearsals are your best defense against technical mishaps and miscues. This is the time to test audio-visual equipment, lighting, and any other technical aspects of your event. It’s better to troubleshoot issues before the attendees arrive rather than scrambling to fix problems in real-time.
Timing is Everything
A rehearsal allows you to run through the entire schedule and ensure that each segment of your event is timed perfectly. This practice helps maintain a smooth flow, keep the event on track, and respect your attendees’ time. Even if you cannot do a minute-by-minute rehearsal, a quick run-through will let you know where the sticky parts are before anyone takes the stage.
Boosting Speaker Confidence
I speak at many industry events, and I HATE not being able to see the stage before I go on. For speakers or presenters, rehearsals are invaluable. They provide an opportunity to get comfortable with the stage, the equipment, and the setting. A confident speaker can make a massive difference in the impact of your message, especially if the speakers are not used to being under the lights.
Team Coordination
Events involve multiple players – from the AV crew to the caterers. Rehearsals allow everyone to understand their roles and how they fit into the larger picture. This coordination is critical to avoiding confusion during the actual event.
Enhancing the Attendee Experience
Your attendees’ experience should be as close to seamless as possible. Rehearsals help you anticipate and plan the attendees’ journey, from entering the venue to the final applause. A well-rehearsed event often means a more enjoyable and memorable experience for your attendees.
Making the Most of Your Rehearsal
Include Key Participants
Ensure that all crucial members of the event are part of the rehearsal. This includes speakers, AV crew, banquet staff, and even volunteers. I like to have as many of the stakeholders as possible just so they understand what went into making the conference or event happen.
Run Through the Entire Event
Don’t just focus on parts of the event; try to go through everything from start to finish. This practice helps identify any segment that might need more attention. Start at the registration desk, into the main session room, and even any meal functions. Look at everything from top to bottom.
Create a Rehearsal Schedule
Plan your rehearsal just as you would the actual event. This schedule keeps everyone on track and respects everyone’s time. If you don’t have time to do a minute-by-minute run-through, make the minutes you have match the actual schedule. For example, if your general session is 90 minutes but you only have 30 minutes to rehearse, shorten the segments accordingly. Most speakers don’t need to go word for word, they need to run through their presentation to ensure the slides are good and the videos play at the right time.
Gather Feedback
Use the rehearsal to get input from your team and participants. Fresh eyes often spot potential issues you have missed. Listen to everyone, and don’t discount anything. A person who has been a banquet captain for 20 years can tell you a lot about their service and how it might affect someone on stage.
Document Everything
Take notes during the rehearsal. These notes will be invaluable for making final adjustments before the doors open. If you are planning on recording or broadcasting the event, go ahead and let the camera run during the rehearsal; if something does go wrong, it can help in the post-event decompression.
A Couple of Final Thoughts
Remember, a successful event is not just about the day itself; it’s about the preparation that goes into it, and I can’t stress this enough. Rehearsals might seem like an additional load of crap in an already busy schedule, but they are the backbone of a successful event. By investing time in rehearsals, you’re setting yourself up for success, ensuring a smooth experience for everyone involved, and ultimately enhancing the impact of your event.
