Essential Elements - Communications

One of the most overlooked elements of event production (especially on smaller events) is how to communicate effectively between all participating organizations (internal teams, contractors, volunteers, etc). Specifically, the TECHNICAL means in which this communication will take place. The oversight is understandable - with nearly everyone carrying a cellular phone nowadays, we're accustomed to having anyone we need to reach available to us at the push of a button. However, operations during an event are considerably different than everyday business operations, and attention must be made to these differences when developing your communications plan.

In modern event production, there are generally three communication technologies employed:

Cell Phones:

Theoretically speaking, you may be able to get by simply through the use of cellular phones to communicate. I say theoretically, because in my experience relying on cellular phones during a live event is only slightly more effective than using smoke signals or carrier pigeon. True, you may be able to save yourself some additional expenses by relying on your employees personal communication devices. However, there are too many variables that can derail your communication plan - service outages, dead spots, dead batteries, noise, and simple neglect can all cause your call to fall of deaf ears. You'll need to add countless new contacts to your phone that will rarely be used after the event. You'll have to contact each of your team members individually to communicate. Not to mention the additional charges that will be accrued on your team's cellular service plans. All told, the perceived savings you may have by relying on your existing cellular phones is rarely worth the risk.

Direct Connect:

The disadvantages of using cellular phones for event communications can equally be applied to "direct connect" features, with one added component - unless your company provides telephones to its employees, there's no way of knowing who's cellular service supports this feature, and such networks are rarely compatible.

Two-way radios:

Given the disadvantages of both cellular and direct-connect technology, my recommendation to anyone producing an event would be to rent a radio communication package from a reputable service provider. Such packages are not inexpensive (budget anywhere between $300 - $500 depending on the number of radios and rental period).  However, you'll be gaining four vital advantages for your money.

1) Nearly limitless communication configurations - assign specific channels to functional groups,  designate private channels for managers, reach everyone you need with ONE call.

2) Technical support - most packages are delivered and tested on-site by a radio technician, so you can ensure that everything works and all issues are resolved quickly.

3) Control - by assigning radios to employees and contractors (as opposed to relying on cell phones), you're sending the message that communication during the event is a high priority, and their availability via radio is expected. Believe me, the sheer volume and annoyance of a standard two way radio call is hard to ignore.

4) Range - Two-way radios are rarely burdened by the same transmission and reception difficulties that plague cell phones, ensuring that your calls will be received every time.

In short, the piece of mind and added efficiency of renting a radio package more than makes up for the additional cost that will be incurred. Depending upon the type of event you're producing, you my be able to secure a trade for radio services (tickets to your event) or a donation/discount (for non-profit/charity events).

For assistance in creating a communication plan for your event, or  for information on additional event services, contact Sytelabs today to schedule your consultation.

Sytelabs Update - 12/1/09

In response to several inquiries regarding the lack of recent updates to our website, let me assure you that Sytelabs has not, in fact, closed up shop. Rather, we are in the process of relocating to Chicago, and are therefore not taking on any new projects at this time. However, we will be resuming full operations beginning in February 2010,  and will certainly entertain all inquiries for projects beginning after that date.

Our sincere thanks for your patience during this obviously busy time.

- Sytelabs