Audio and video for a conference.

3 Things to Consider When Planning AV for Your Event

When planning an event of any occasion it is important to consider your audio and visual needs. Choosing the right vendor and equipment for your scenario could make all the difference in the efficacy of your event. When making decisions about your A/V needs, here are a few things to consider.

1. What is the event space like?

It is always important to visit the room you are booking beforehand to know what type of audio and visual equipment will be needed to make your event the best it can be. There are a couple of determining factors when detailing your needs. First, what is the size and shape of the room? For instance, the size of the room correlates with the size of the equipment needed. Smaller spaces may not need as many speakers or screens to get your message across clearly. Secondly, as you consider the room layout ask yourself- will there be angles at which some participants can’t see the main stage or presenter that might require additional equipment? A well placed secondary projection screen or speaker might make all the difference for a participant with a bad view of the main stage.

Or, maybe your event is outdoors which will require a wholly different setup to accommodate for ambient noise or outside distractions. For instance, for an outdoor event, you may want to be looking to use a more powerful projector or TV screens to make sure your video presentations are clearly seen by the audience. A final consideration here would be the size of the audience in attendance. Like the event space, a larger audience will likely call for a larger setup or speakers and screens set up away from the main sound and video systems. Discussing these various characteristics of the space with your audio-visual team will ensure you get the right equipment for the job.

2. What needs to be seen and heard?

This may seem like an obvious question to ask, but if ignored you risk being underprepared for your event. For instance, if you are planning a company presentation with a panel of speakers it might be more effective for each panelist to have their own handheld microphone so that a single mic is not being passed from person to person. Or, if you are planning a wedding, how will the bride and groom be heard during the ceremony? If you’re having several stage uses such as an MC, illusionist, awards presentation, and a full band, how will the lighting, sound, and video transitions take place between acts?

Likewise, when you are planning for your visual production needs you should consider what needs to be projected? If you are hosting an auction at a gala in a large conference hall you may want to have the items’ information displayed large enough so everyone can see from any part of the room. Or maybe you just want to run a slideshow of the newlywed couple during the reception as an aesthetic piece so a couple of well-placed screens without sound might be sufficient.

3. What is more important to you - looking pretty or saving on cost?

A final consideration to make when planning your event is what do you want the event to look and feel like? Is it important that all of the electric cords and the AV booth be well hidden? Do you prefer rear projection systems to create a cleaner look? Do you want pipe and drape all around the room? Or, maybe you just simply want the messages to be heard at your event and aren’t concerned with the aesthetic? Whatever you decide will likely affect your overall price. It is always best to discuss this with your audio-visual technician to discuss all of your options. They can help you make the right decision that will be the most beneficial for your event and your wallet.

If you are planning an event in Austin or Central Texas, we would love to help develop a strategy for your audio-visual needs. To get started, complete this form and let us know a few details about your event.