We continue our interview series. This time we enter the topic of Organisation of events: what is the future? Join Danijel Pavlica, an experienced EU Project Manager, into his thoughts about the future of events.
He has successfully implemented numerous EU-funded projects and proposals, from small to large-scale initiatives, with expertise in project planning and implementation, communication, stakeholder engagement, and open call management.
1. What are some key considerations when planning the logistics and the teams for a physical event?
When planning the logistics and assembling teams for a physical event, the starting point should be the composition of the event team, with clear roles and responsibilities, ensures effective coordination and communication throughout the planning and execution phases. The organising team then needs to select the venue, while considering factors such as capacity, location, accessibility, amenities, and technical capabilities. After knowing the venue’s capabilities, a logistics plan encompassing transportation, catering, equipment rentals, and contingency measures is essential, necessitating coordination with vendors and service providers. Establishing effective communication channels and technology infrastructure, alongside considerations for accessibility and inclusivity, shall further contribute to a comprehensive and well-executed event plan.
2. What are the essential technical requirements for hosting a successful online event?
Hosting a successful online event is all about making sure everything runs smoothly and keeps people engaged. It starts with having a strong internet connection a good video conferencing software like Zoom or Microsoft Teams that lets you share screens and talk to each other easily. Clear audio is super important too, so having good microphones and speakers helps everyone hear clearly. Turning on your webcam can make things feel more personal and connected, so it’s a good idea to have that too. There are also engaging tools one can use to make the event more interactive, like polls or chat rooms, to get everyone involved.
It is also important to have a platform to manage registrations and making sure everyone knows what’s happening – having a system for that can really help keep things organised. Of course, technical hiccups can happen, so it’s smart to have backup plans in place and someone ready to help if anything goes wrong.
3. What are the unique considerations when planning a hybrid event that caters to both in-person and virtual attendees?
Planning a hybrid event that caters to both in-person and virtual attendees involves a unique set of considerations to ensure a seamless and inclusive experience for all participants. Firstly, selecting a suitable venue is crucial, one that accommodates both physical and virtual setups, with robust internet connectivity. Creating engagement opportunities for both in-person and remote attendees is essential, utilising interactive tools such as live polling, Q&A sessions, and virtual networking platforms. Careful attention must be given to event logistics, including registration processes, and communication strategies. Additionally, incorporating technology that facilitates seamless integration between in-person and virtual experiences, such as hybrid event platforms and live streaming solutions, is vital. Providing clear instructions and support for virtual attendees to navigate the event and actively participate is equally important for ensuring an inclusive and successful hybrid event.
