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Audio Visual Basics for Event Planners

Audio Visual Basics for Event Planners

When it comes to the overall appearance of a venue, an audio checklist is extremely important. However, the effectiveness of the event will also depend on this list and even choosing the venue will rely on this very same thing. You might be asking yourself, audio visual is a combination of visual and sound components at an event. In most cases, this refers to the lighting, screens, and sound systems in a particular venue but the scope of these devices and components is different in every instance. Here is a brief rundown of the basics you need to consider for audiovisual at an event:

Basic Components for Audio Visuals at an Event

Choosing the VenueChoosing the venue is an extremely important decision and the event organizer should have a visual representation in mind when it comes to the overall appearance. At the same time, there are certain logistics which need special attention and ample time is needed to ensure everything is done right. For example, electrical outlets are needed for every aspect of audio visuals. Without sufficient outlets, there is likely to be complications with the setup. Furthermore, the venue should be conducive to the components, in a sense that there needs to be structures from which the lighting can be attached and enough space for presentation equipment etc. We can bring everything in to accommodate client’s needs, but it certainly needs to be discussed.

Assessing the EquipmentAs already mentioned, you will need to assess the number of electrical outlets in the venue but you will also require an audio visual checklist before you can know what this entails exactly. That is to say, you need to know the number of cameras, lights, microphones, and computers before you can know the requirements for choosing the right venue.

In some instances, a microphone or speakers may not be needed for an event. However, this is quite uncommon and mostly confined to very small events take place in particularly small rooms. As a rule, if there are more than forty attendees, microphones and speakers are necessary. Similarly, if video is being used during the event, there really should be speakers to amplify this sound. After all, even the best movie directors emphasize that audio is often the most important aspect of filmmaking. Finally, if the speaker intends to walk around during this presentation, a wireless microphone is necessary.

One Screen or More? – Although one screen is sometimes enough at an event, depending on the size of the room, two screens can increase the impact of a presentation. In this sense, the screens can be placed on either side of a stage or in strategic locations to ensure every seat in the house.

Most often, projectors will feature on an audiovisual checklist and while these are rather expensive, a decent projector is a perfect aide for a speaker. Needless to say, you will need a screen on which to project these visuals and you should decide on the placement of this screen when choosing the venue. On the other hand, whiteboards or flip charts also feature prominently during presentations. Naturally, if you do decide to go with this option, you will need to include whiteboard markers on your audiovisual checklist.

Mastering the LightingLighting is one of the most affordable ways to transform a venue and an obvious necessity for audio visual at any event. Lighting dictates the mood and without the right balance, this can be the difference between a clear presentation and one that leaves the audience squinting throughout the presentation. With this in mind, there must also be a facility to dim this lighting in order to accentuate the screen(s) in the room.

Laptops Does the presenter have a laptop which can easily integrate with the existing setup? As you know, this is often where the audio functions or playlist will originate and this must also connect to the speakers. In every instance, this should be tested long in advance of the start of a presentation to ensure there is enough time to organize a backup or alternative solution.

Recording & Streaming the Event – Is this an event you might want to publish on social media or use as a reference in the future? If so, you will need to take the required camera equipment and have this set up prior to the event. Keep in mind, the camera requires a lavalier microphone to get the most out of the occasion.

Technical AssistanceAlthough many of the most common issues or glitches at an event are easily fixed, medium to large events should have a technician onsite. Indeed, you may want to use this as an opportunity to cut costs but the truth is, you need a technician for the times when you least expect to need one.

Internet & Wi-Fi – In a time when the online world is taking over the real one, the internet is usually expected at an event. However, the use of the internet as part of a presentation or audio visuals is just as common. For this reason, the event should have easy access to the internet and an audio visual checklist should always incorporate a mobile hotspot or facility of some kind which can cater for this access.

Audio visual Services at Events

As you can see, this is merely a rundown of the basics for audio visuals and a checklist to help event planners when it comes to reducing any risk of problems on the day of an event. At the same time, every event requires a different approach and in every instance, the success of an event is likely to come down to the amount of care and preparation that is taken to define an audio visual checklist.