So think you know it all about AV equipment? Have a look at our suggestions below – some great tips included here:
The client has asked you to handle AV on your own –
Even the most very basic meeting will require at least a flipchart, but most may well also require a laptop, screen and projector for some type of slide or video presentation. If the equipment can be self-managed ( s bring your own laptop and LCD projector) and the venue supplies a built-in screen in the room, you may be comfortable setting it up and monitoring the presentations by yourself. But even such basic equipment can be problematic if the interface between a laptop and projector is incompatible or if the software used when creating a presentation is different than the software installed on the computer used when displaying it. It may be difficult to receive presentations from your speakers a day in advance of your event for a trial run, but TRY. You will need time to resolve any glitches before it is time for the program to begin.
Space requirements – Are you coordinating a meeting or event with functions in several rooms, if multiple microphones are being used in one room, if the AV requirements include streaming video or is it highly complex, we recommend that you consult with audio visual experts BEFORE you book your venue or location. It is actually the most cost effective way to go!
An AV professional will critically look at your requirements and budget then help you choose the best solutions for getting the desired results. You may otherwise order things you don’t need and overspend. Professionals can also verify that the necessary bandwidth capability for high speed Internet or satellite transmissions is available at the venue you are choosing before you finalise the contracts.
Technology and equipment in the AV and communications spheres can change overnight, and the value of a professional’s expertise and feedback in forecasting and avoiding issues when choosing the equipment and technology most suitable to meet your needs is paramount. Consulting with your selected AV service provider early in the planning stages will also help you avoid expensive, last-minute deviations that can happen due to poor AV planning. Most importantly – involved technical support utilised throughout your program even if your needs are pretty simple. If AV issues arise on-site, you don’t want to be without them!
Another justification to encourage you to consult with an AV professional early on in the planning process – before finalizing a booking with your meeting venue – is to have them confirm that the area you are considering for the event is suitable for required AV equipment setup and lighting requirements for the presentations that are taking place. Natural lighting from windows, reflections from mirrors, built-in counters, attachments to walls, pillars in the room, or low ceilings can mess with the placing and setup of audio visual equipment, and your event can suffer significantly because of it.
Lighting, projection, screens, sound –
Outlined for you here are the most typical of AV enhancements used to make presentations for meetings and events more intruiging. Less may be required for small meetings, but if attendance is expected to reach 50 or more for a presentation, or if it is to be held in an area where acoustics are possibly sketchy, a microphone and sound system will be required. Even the risers used to elevate the speaker higher than the audience for better visibility is considered audiovisual equipment.
Keep these tips in mind for a world class event – every time!
