The best tips to know about audio-visual (av) equipment, processes, and technology before planning an event
Today’s world emphasizes sound and imagery more than ever, and audio-visual (AV) equipment, processes, and technology are essential components to captivate audiences at events. The two vital elements to planning successful events, including conferences, live concerts, wedding receptions, and trade shows, are audio and visual.
THE IMPORTANCE OF KEEPING AN AUDIO-VISUAL CHECKLIST
Appropriately understanding the importance of AV can turn any event into a memorable experience. While understanding is one thing, planning is another. Planning properly with an AV checklist is critical to executing an event successfully. Faithfully adhering to an AV checklist can help ensure an event unfolds seamlessly.
AV suppliers like Corporate Lighting & Audio are behind-the-scene experts tirelessly working to make events look and sound amazing. Experienced AV professionals can make the process easy, but structuring is crucial to their success. Checklists help AV technicians to plan and maximize their allotted time efficiently and bring magic to events.
Planning an AV checklist always begins with common objectives, including conception and designing AV solutions for an event. The more information an event planner gives an AV supplier, the better they can prepare, design, and execute.
THE BENEFITS OF HAVING AN AUDIO-VISUAL TIMELINE
Tailoring an AV timeline for events helps to keep all deliverables on track and completed on time. If an event planner is rushing the AV supplier to adhere to an unrealistic timeline, mistakes can occur, leading to potentially significant issues during the event.
While even a well-planned event may still encounter bumps, leaving room in an AV timeline for adjusting the schedule can prevent derailment. AV timelines also help to keep a team focused on creating an optimal audio and visual experience for audiences.
Consulting with the AV supplier can help solidify more realistic and achievable timelines. The AV supplier can share setup and breakdown times, which vary greatly depending on an event’s size. This level of communication ensures the AV timeline adequately reflects the volume of work necessary.
UNDERSTANDING AUDIO-VISUAL EQUIPMENT REQUIREMENTS
AV suppliers use various audio and visual equipment to put on stellar events. Equipment requirements, including mixers, soundboards, aspect ratios, electrical supply, video walls, and bandwidth, depend on event size.
MIXERS AND SOUNDBOARDS FOR EVENTS
Mixers and soundboards are critical to adjusting volume, balancing sound, and controlling feedback. Electronic consoles help AV technicians to combine audio signals and then route the signal to speakers. Event planners must inform AV suppliers of how many microphones and speakers will be necessary to avoid any possible issues.
ASPECT RATIOS FOR EVENTS
An aspect ratio is the ratio between a screen’s width and height. Today’s most popular aspect ratio is 16.9 due to widescreen becoming the common standard. If an event has presenters or speakers, they must submit presentation slides that fit the aspect ratio of 16.9.
ELECTRICAL SUPPLY FOR EVENTS
Events consume a lot of energy, and it is essential to have an adequate electrical supply. Some venues can have limitations, which can affect audio-visual system performance. Venues must be evaluated to determine if generators are necessary to boost the electrical supply.
LED VIDEO WALLS FOR EVENTS
Video walls are an enthralling way to captivate and engage audiences. Light-emitting diode (LED) video walls are perfect for any event. Business conferences can use video walls to showcase presentations and provide centralized information, while concerts can use video walls to show performances clearly to the entire audience.
BANDWIDTHS FOR EVENTS
Events usually support many devices, including laptops, smartphones, and tablets. If there is insufficient bandwidth, the range of frequencies that transmit signal, the upload and download speeds will slow dramatically. The event planner must ensure bandwidth capabilities and adapters to prevent the internet from crashing during a presentation or show.
CALL CORPORATE LIGHTING & AUDIO, THE EVENT PLANNING AUDIO-VISUAL EXPERTS
An AV supplier is an extension of any event planning team. Corporate Lighting & Audio is a full-service AV company that anticipates every scenario and takes the necessary step to provide clients with hassle-free memorable events. For more information, contact us at (corplighting.com/contact).