Whatever type of event you are planning, the audio visual experience will help set it apart from the competition. If you don’t get your AV provision right, you risk technical problems as well as missing a chance to provide a standout experience for delegates. When you get the right equipment, utilised in the right way, you transform your own event from mundane to spectacular.
Of course, not everyone needs the complete package of sound, lighting, massive screens and interactive technology. But everyone does need equipment that is fit for purpose and that makes a big difference to the success of the event.
Here are a few tips for the planning stages of your AV set-up.
- Be Clear About Your Requirements
Chat with your Audio Visual Equipment Supplier as you are in the first stages of planning your event so that you can be clear about your needs. It is a great idea to include the AV set-up in the initial planning so that you can match your AV to the style and content of the event. This ensures a more cost-effective, efficient solution that really works to drive the vision of your event.
- Understand Your Venue
Even if you have planned the same event before, with the same AV hire company, if you are doing it in a different venue the needs will naturally be different. Make sure you understand the layout of the rooms, the accessibility, how sound travels in the rooms, what internet access you have and how many people you will be inviting.
- Plan and Test
Set aside time to actually test that your set-up will be effective. You should also include keynote speakers and other key staff in this planning so that you are sure everyone knows how to work the equipment, and that they can iron out any issues before the event starts. You may have some slight hiccups as you progress with the event but you will have minimised the potential of serious problems.
- Keep Communicating
Keep talking to your AV supplier as you lead up to the date of the event so that you make sure there is enough time to get problems solved and last-minute issues sorted out. Let them know if you make changes such as the number of delegates or the running order of the program. Keep lines of communication open as this will ensure a smooth-running of the event even when you get closer to the date.