Audio visual equipment is used at corporate and other major events on important occasions. The equipment from the audio visual rentals needs to be top-notch for the presenters and the audience to have a good time. However, that alone does not suffice for the entire event to go smoothly. Here are some important A/V management tips that will help you keep everything in order at your next event. Let’s discuss.
Mixer/Sound Board For The Event
The first thing you need to check is the mixer/soundboard for the event. If you have hundreds of people attending the event and you are going to interact with multiple of them, you will need several microphones and a mixer/soundboard to control feedback, and sound, and adjust the volume.
From the outside, this may seem a very easy task but only a good team will know how many speakers it will take to handle all the microphones. Plus, you should also make sure your mixer has enough channels. It might be that the event includes a Q&A session for which extra mics and channels will be needed.
Aspect Ratio For Screens At The Event
The aspect ratio is perhaps the most important part of the entire event. Unfortunately, many people including speakers tend to get it wrong. In simple words, the aspect ratio is the height and width of the screen. So, if you are presenting in front of a huge audience, you will be needing something that clearly shows to the audience sitting far behind.
As a general rule of thumb, 16:9 and 4:3 tend to be the most common ratios. While 16:9 happens to be high definition, 4:3 is the standard definition. In addition to that, you should make sure the presenters are submitting slides that are according to the aspect ratio.
The last thing you would want is the audience failing to read or watch almost anything that is shown on the screen due to incorrect size.
Projectors For The Event
Selecting the right projector can be slightly tricky sometimes. The reason is that there are several types of projectors out there made for different purposes. For instance, projectors made for live streaming are different from those made for presentations or videos.
That said, if you wish to present something, you should go for a brighter projector for better visibility. When picking the right projector, you should always consider natural light. Additionally, if the presentation is about to take place in a room that is full of windows, you will be needing an even brighter projector.
And for streaming purposes, you will be needing rear screen projection as it provides better quality.
Determine Your Client’s Basic A/V Needs
Imagine managing an event having no idea of what your client needs. If your client is a businessman and wants to sell or market products or services, you are going to need equipment that helps display and present in the highest quality possible.
However, before that, you will need to sit down with your client and determine their needs. It could be that they have something special in mind and will be needing extra equipment or tools to handle the presentation. Make sure to discuss the numbers, type, and other important information with the client before making the final decision.
Microphones For The Event
Picking the right microphone type is yet another complicated situation and most of the time, presenters tend to make the same mistake. The two most common types are wired and wireless microphones. To pick the best option, you should define the purpose.
If the presenter is not supposed to interact with the audience, then a wired microphone is going to be the best option. However, if the presenter will interact with the audience, then a wireless microphone is going to be a better option as it will offer more relaxation in terms of mobility.
You can easily attach a microphone to your shirt if you get tired of holding a mic in your hands. This is very helpful for presentations or events that are hours long. So, make sure the live event production companies offer everything you need.
Check The Bandwidth
Next, ensuring proper bandwidth is equally important as picking the right microphone or aspect ratio. If your event will be using multiple devices at the same time, then, you may need more bandwidth. The reason is that bandwidth decides the amount of information your internet connection can handle in a given period of time.
This means that you need more bandwidth for major events to ensure uninterrupted streaming. If the bandwidth happens to be low, the internet connection will have too much information to handle and will pass down the effects to the devices resulting in crashing.
Dongles And Adapters For Event A/V
For major events, it is important that you have dongles, adapters, and other accessories in hand. This is important particularly if the presenters are presenting using their own laptops. In most cases, presenters are not that aware of technicalities that sometimes lead to problems during the event.
For instance, a presenter’s laptop might not have an HDMI outlet. However, if you had an adapter in hand, you can easily connect the laptop to the screen. Furthermore, other devices such as USBs play an important role as well.
If the presentation or the event is such that the information will be shared with multiple people, one of the easiest ways to do it is by using a USB. And, the same stands for private data. It might be that the presenter can only share data with a few relevant people at the event.
Although, email is one option anything over the internet can be hacked nowadays.
Make The Presenter Feel At Ease Using The Right Technology
As mentioned earlier, presenters are not much familiar with audio and visual equipment or technology. So, instead of making things difficult for them, you should put them at ease using the right technology. Keep in mind that presenting in front of hundreds of people can be frustrating and nerve-wracking.
So, you can equip the event with a confidence monitor that allows the presenter to see their content without turning their back. This allows the presenter to interact with the audience without any interruptions.
At the same time, make sure to provide the presenter with a remote clicker or a laser pointer to have complete control of the event.
Light Up The Stage
Finally, light up the stage. You might have seen that most events use more or less the same lighting system. But that doesn’t work for every event out there. And this is yet another important factor to discuss with your client.
If the event demands introducing the products or vehicles, you will need to add stage lighting as well. This is important for the audience as they will need to take a closer look at the intricate details.
But if the event is going to be all about the presenter, then a simple light focusing on the presenter as well as the stage is going to be enough.
Conclusion
A/V events can be mentally draining. However, if you were to follow the tips mentioned above, you will always be on the safe side. Make sure you prepare a checklist, hire an AV equipment rental, and be in touch with the client so that the needs and preferences are met.
