If you are an event planner, you know that there are many important aspects to pulling off a great conference. By using AV equipment successfully, you will bring your presentation to life and help your audience connect with your brand. The importance of AV in the success of your event should not be underestimated! Before deciding on how you’re going to make your event stand out, you need to make sure you have the basics covered. Here is our list of what you need to do:
1. Hire a Pro AV Team.
First and foremost you need to hire professionals to organize all of the equipment, set it up, and be on hand to make sure everything is working properly. The last thing you need is your equipment failing! At Reaction AV, we not only make sure everything is working properly before the event starts, we always have basic backups on-site in case of an unforeseen emergency!
2. Know & Share AV Needs in Advance.
Find out all of the AV specs ahead of time (like if your speaker is planning to connect their laptop to the projector), and discuss it with your AV team so that there are no surprises in the middle of the conference. By knowing what is expected, a professional AV company can be prepared to provide whatever you need- like automatic switching between holding slides and presenter slides, set up reliable mic set ups and large presenter displays, etc.
3. Make Sure You Book the Basic Equipment.
Next on your list is making sure that you have all your basics covered before deciding how you are going to make your event stand out. Here’s what you need:
Video: Every conference needs a display of some sort. Are you going to need a large projection screen, or just a tripod?
Audio: You need to make sure everyone in the audience is able to hear your presenter, there are a few options to choose from: wired/wireless mics, amplifiers, powered speakers, mixers, etc.
Lighting: Proper lighting can highlight your speakers and make the room more appealing. It can set the ambiance and bring your meeting to life. Do you need spotlights, up lighting or both?
Video Streaming: Are you planning to stream this conference to online viewers? You might need HD cameras, a way to connect to the web, and a tech to make sure everything is working together with no glitches.
These are the basic audio visual needs that you must think about! If you wish to get specific recommendations on exactly which displays to use, or how to add some flare to your event, give us a toll free call at (877) 273-6887. You can also read our eBook, “The Event Planner’s Ultimate AV Guide” to learn more about basic AV terms, get an AV event planning checklist, and our tips and tricks on event production! You can download it here. In the current digital age the opportunities are endless and we would love to help you make the best of your event!