Event IT Checklist: Network, Computers, Printers and Screens

Registrations, presentations, meetings and live content all depend on connected equipment working together in a temporary space. When the network drops or a projector fails to connect, the programme stops with it. Event IT is the planning that prevents that.

What counts as event IT

Event IT here means the setup and technical support of technology used at an event. It is not software development or general IT consulting. It usually covers:

• A local network (LAN) for the event's computers, printers and equipment
• Internet connectivity
• Computers for presentations, registration and operations
• Printers for on-site printing
• TVs and displays, including LED displays
• Projectors and screens
• Audio and video systems

Start with what needs to run

List the activities first, then the equipment. A registration desk, a presentation stage, an exhibitor area and a meeting room each need different things.

1. Registration and check-in: computers, a network connection, a printer if badges or documents are printed.
2. Presentations: a presentation computer, a projector or display, audio and a way to switch between speakers.
3. Live content or streaming: cameras, a mixing position, enough bandwidth and an operator.
4. Exhibitor or demo areas: screens, power and any network access they were promised.
5. Meetings: display, audio and a reliable connection.

Network and internet

Local network

A local network lets computers and printers talk to each other without depending on the internet. Plan where it is set up, how many devices connect and who has access. Keep it separate from guest access where that matters.

Internet

Ask the venue what connectivity exists and what it can carry. Decide who uses it: staff, speakers, exhibitors or guests, because very different demands compete for the same connection. For critical items, such as registration or a live feed, think about a backup connection.

Computers, printers and screens

• Computers: agree the operating system and software they need, who sets them up and how files reach them.
• Printers: decide what will be printed on site, how much and where the printer sits.
• TVs and projectors: size them for the room, check sight lines and make sure the right inputs are available.
• Audio and video: make sure sound and picture arrive from the same source and stay in sync.

Screens and LED displays also depend on the stage and lighting design, so plan them together. The sound, lighting and AV guide covers that side.

Presentations and files

Ask speakers for their presentations ahead of time and agree the format. Run them on the actual equipment before the event, because fonts, videos and aspect ratios often behave differently. Keep a copy of each file on a separate device.

Test, back up and support

1. Test the whole setup in the venue before guests arrive.
2. Keep spares for the items that would stop the event: cables, adaptors, a spare presentation computer.
3. Know where power comes from and what happens if it drops.
4. Name one person responsible for technology during the event.
5. Agree how problems are reported and who fixes them.

Common mistakes

• Assuming venue internet will cope with everyone at once
• Receiving presentations on the day with no test
• No backup for the presentation computer or key cables
• Positioning screens or projectors without checking sight lines
• No one clearly responsible for technology on the day

Further reading and next steps

The conference planning checklist puts event technology in the context of a full conference, and the corporate event planning guide covers the wider planning.

NuKoncept Events provides event IT solutions covering LAN setup, internet connectivity, computers, printers, TVs, projectors, audio and video systems and LED displays, planned with the stage and AV. To discuss yours, contact the team with the venue, the date and the programme.