Putting on a conference is a significant undertaking, and there are many things to keep in mind from organizing timetables, speakers, guest lists, maybe food and dozens of other things. It pays to outsource some of those things to experts, so you can concentrate on the things that will make your conference memorable – in a good way of course!
Hiring a professional AV Team for your audio-visual conference set-up is one thing that can take a lot of chance out of events. If you’ve ever done an office meeting presentation you know how often laptops and projectors don’t seem to work flawlessly, so you can imagine what can go wrong with a large conference. This is why it pays to hire professionals to organize all the equipment, set it up, and be on hand to ensure everything is working correctly.
A few things to keep in mind before hiring an AV company include:
- Know your needs in advance and prepare a Request For Proposal (RFP) that lists as much information about your requirements.
- Decide on a budget and share this information when sending out the RFP to potential suppliers.
- If you have a venue lined up, find out if they have experience setting up there. Chances are, if it’s a local company that’s been around a few years, they might even suggest rooms to avoid or have other inside tips.
Find out as much as you can about the venue itself.
What does the venue provide, and what are the rules for the venue?
- Before looking for an outside AV company, make sure the venue allows one. Some have in-house teams or preferred suppliers.
- What does the venue provide, and what are you expected to provide?
- Is there internet access provided? Also, is it WiFi (wireless) or a wired connection? WiFi might not be ideal if you’re streaming content during the conference.
- Is there an accessible dock and elevator for moving heavy equipment? The AV company you hire will appreciate you knowing if you can help make their job easier.
- What are the size and ceiling clearance?
- How soundproof are the walls/partitions?
- If you are setting up a projection screen, are there spots where light sources could interfere?
- What elements of the room can/cannot be blocked by stands, stages, seating, etc.?
- Are there house lights, and if so, where are the controls?
- Any restrictions on stage lighting?
- Does anyone need a teleprompter?
With an AV provider and a venue, the next step is to book the equipment. In some cases, the venue or the AV team will have their equipment and should be covered in your RFP.
- Video equipment: Almost every conference needs to display some video content. Do you need some video monitors or a projector screen?
- Audio: Like the video, this is a must-have for any large group. You need to make sure everyone in the audience can hear your presenter. What about mics and speakers? Your AV provider can make recommendations, but you have to put this into your RFP.
- Lighting: Venues will have some essential lighting, but it will likely be up to your and your AV provider to provide the more specialized lighting.
These are the basic audio-visual needs that you must think about! If you wish to get specific recommendations on which displays to use or how to add some flare to your event, contact PureAV. They’ll be happy to explain everything from common AV terms to all aspects of putting on an event.
If looking for Conference Audio Visual services, visit their website for more information on what kinds of services they can provide to make your next event memorable.