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The right audio and visual setup is critical for the success of any event. From concerts to school plays and corporate events, a flawless AV setup lets everyone enjoy and feel impressed by the event. A lack of attention to detail could affect an entire event if things go wrong. For instance, screens could go black, and sound could be cut off, leading to undesirable disruptions.
Understanding the right processes and steps to follow is important for event organizers. This AV setup guide will guide you through every step that ensures your AV setup goes smoothly and the event impresses everyone. Following this guide will ensure your readiness for flawless execution. It covers audio-visual equipment technologies and best practices applicable to any event.
Pre-event AV setup is critical because it provides everyone with a memorable and smooth experience. This process allows the event management team to set up everything – from audio equipment to video cameras, WIFI connection, and power source. Experts say the right AV technology is the pillar of a successful event. All its components must coordinate perfectly to provide immersive experiences.
For example, think about a corporate conference where everyone is seated and ready to get started. The CEO stands and begins to deliver his speech, but out of nowhere, no one can hear him because his mic has failed to work. This could cause tension in the entire hall or setting, and the company may be judged as poorly organized.
The event planners will rush to get replacements, fix wires, and distract everyone. Now, think of another scenario where the speaker stands, and there is perfect sound clarity due to good planning and AV setup. Everyone will be happy and commend the organizer for a job well done. This is one of the key reasons why pre-event AV setup matters: It affects everyone positively or negatively.
Requirements assessment is all about understanding every small or big item needed for the event. These AV needs are based on the type of event organized and accompanying activities. The assessment process takes you through several progressive steps.
The event might involve several teams of organizers, and collaborating with them is important. They will help you understand the expected audience size, planned activities, and goals. This information lets you gather ideas on the AV requirements.
Based on the information gathered from the organizers, create a list of the main items required. Brainstorm on the critical components of the setup, such as sound equipment, mics, projection screens, stage lighting, etc.
Events nowadays require devices such as smartphones, computers, and tablets. Slow-working and crashing devices can be frustrating. Prepare your device to ensure they work perfectly. Complete the following steps:
Now that you know the item requirements, take time to understand how the event venue will be arranged. Know the event's location and whether it will be conducted indoors or outdoors. The features of the space can significantly affect the sound output and visual clarity of your equipment. For instance, some spaces might produce more echo while others might have too much natural light or darkness. Consider the following factors during site visit.
Pro tip. Installing spotlights or dimmable lights lets organizers focus lighting where needed most. A decibel meter app can help measure sound fluctuations to identify where dampening is required.
Each event will attract an audience of different characteristics and size. These two key factors help you define the exact equipment required. Consider the following factors to guide you in this step.
The number of guests attending the event determines your AV equipment needs. Here are examples:
Different events require different content types and equipment to deliver the information. Here are examples:
Quality tip. Sound and visibility should be a top priority to let guests stay engaged and enjoy the content.
Now that you know the size of the audience and the event setup, it is easy to list your specific equipment needs. Follow these steps to choose the right equipment.
Projectors enable audio visual storytelling at larger conferences to project content on a wall or bigger screen, allowing the audience to follow the proceedings and processes.
Microphones develop sound for external speakers, ensuring clarity and quality. The audience type determines the number and types of mics required. Carry backup equipment like extension cords and extra batteries.
Choose cables and accessories depending on the number of equipment and the distance apart. Always carry several extra cables and accessories.
Speaker choices depend on activities expected during the event. It also depends on the size of the room and the expectations of your audience. Smaller rooms require less powerful speakers but music-filled events like live performances require woofers and subwoofers. Here are examples.
Lighting is used to create a certain mood and light up specific areas, or the entire room. Choose your lighting needs depending on which area you want to light or the mood you want to set. Here are lighting examples.
The purpose of a checklist is to ensure you don’t forget anything while packing the equipment and accessories. Use this list to ensure nothing was lost after the event. Follow these steps:
Write contacts of the people who will be helping you with the setup and processes. You might need to call them for help or confirm an issue. Your team could be large and may include lighting technicians to handle all lighting needs. You could have sound engineers to help with handling all sound needs. You may also have a backup team to help fix issues as they arise.
List all the equipment required. Provide the finer details of each item to ensure the entire setup is done right. Segment the pieces as follows:
Equipment setup information shows how the equipment will be connected. It shows where each will be placed and where it will face. Draw diagrams to show how the connection will be done. The diagram should include how the equipment will be powered. Show the sources and backups.
Create a detailed timeline showing the day and time when every connection should be done. Timelines ensure the entire setup is complete several hours or a day before the event date. It allows testing time and making adjustments where necessary.
Pre-event rehearsals bring your team together to engage in equipment testing sessions. This session is critical because it confirms whether every piece is working as intended. It lets you identify setbacks and technical issues and fix them. Here are the activities for pre-event rehearsals.
This session tests the sound, screens, mics, cables, and WIFI. Check the following:
Backups ensure you have a solution to fix any issue that may arise during the event. With a backup, your team might begin rushing to look for solutions after cables, mics, or speakers fail to work. Make sure you have the following:
Pro tip. Create a checklist for the backup items. It helps to identify the item and retrieve it when needed quickly.
Your team should be sensitive on the event day and ensure everything works perfectly. Keep the team organized and attentive to the dynamics of the event. Be quick to attend to any unforeseen circumstance and provide a quick solution. Focus on the following essentials:
The perfect AV setup for a memorable event experience goes beyond connecting equipment and plugging into power. It is a detailed process that requires collaboration and organization with your team. The process must go through detailed event planning process to understand audience characters, room dimensions, event setting, and audio visual requirements. The process should be geared towards setting up a productive and strong Audio visual system. Focus on meeting deadlines and getting ready several days before D-day. Testing helps identify bottlenecks and solve them before the event. Prepare all the necessary backups to help deal with unforeseen issues. Look forward to a successful and impressive experience.
Have the best of luck in your Audio visual equipment setup planning and organization.
