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Audio Visual Checklist to Ensure a Smooth Event Management Service

Updated: Feb 14, 2023


audio-visual

We speak from decades of experience working with event planners when we say that event management is not easy.


Audio-visual execution is critical to a successful event not only because it improves the quality of attendees' memories, but also because people notice when things don't seem to be going well.


Follow this checklist to ensure you haven't overlooked anything important (including hiring pros to install the equipment!). Are you ready for some peace of mind?


Lighting


The worst thing about not being able to hear event speakers is not being able to see them. Lighting is undoubtedly the most crucial feature of your event location.


Effective lighting can be used with a wide range of angles, colours, patterns, timers, and equipment. There are solutions available—just it's a matter of achieving your goals on a budget.


First, ensure that the space can accommodate lighting for at least 40 or 50 people, if not more. Your event location may have some lights inside or may be held outside. Even hybrid events require careful lighting for minor details such as transition areas.


Choose at least two areas where people will congregate socially and concentrate the lighting there. It could be any of the following locations:


  • Front door

  • Dance floor

  • The bar

  • The antechamber


If the event will have "phases," such as a wedding, those lights may require dimming controls. Dances require gloomy illumination, whereas open mingling requires bright lighting. Three-point lighting is also required on the presenter's podium or stage.


Consider which of those lighting schemes will be used for your event. Make a list of what you need (or questions about how to accomplish it) before you need it.


Don't forget to enquire about the rigging with your AV partner!


Sound


For most events, being heard is just as crucial as being seen, but there's more to it than merely grabbing a microphone before entering the stage.


You must consider how the sound will reach guests who are not in the front row with the speaker.


It's simple to place the speakers near the front of the venue, but that doesn't help everyone—and people in the front row will lose their hearing if there are too many speakers roaring.


Great events direct the sound to each individual based on where they sit or stand. Bring speakers for every room corner! You can put them on the ground or higher up—your audio-visual partner will be able to advise you on the best speaker placement and what is required to sustain them.


Of course, all of this has to fit within your budget, which means you'll have to weigh the benefits of renting versus buying specific pieces of equipment depending on how frequently your event is conducted.


Screens and projection


What kind of events are complete without visual aids? Because of the scale of venues, projectors tend to go hand in hand with event management, but you'll also need to consider:


  • What sort of projector is compatible with your venue?

  • Where and how the projector may and will be installed

  • The distance between you and the screen

  • Larger events may require screens on the outskirts so that everyone can see and hear what's going on.

Audio-visual companies can easily install these, and the better ones can even consult with you on strategic placement. Don't be hesitant to seek their advice.


Screens are more expensive than mics, so consult with your AV partner about how to make it all work on a spending plan (while still leaving room for the unforeseen). This will help you fit the projectors and screens into your spending plan.


Another Equipment


Everything else that goes along with your event is sometimes missed since it is out of sight.


For example, we once had a client order lights without recognising they also required the fittings to attach them!


Add the following elements to your checklist before running it:


  • Soundboard

  • Lighting rigging

  • Cords for extension

  • If necessary, foot coverings for cables running throughout a facility.

  • Additional audio inputs

  • Smaller ground lighting sources

  • Recording cameras

Don't forget about the on-site technicians! Although audio-visual production businesses will have them on staff, it is always a good idea to double-check what your teams can handle (between in-house and external teams).


Visual Enhancement is New Zealand’s leader in audiovisual solutions and supply. We provide a FREE Design Consultation service so that you can thoroughly recognise and discuss exactly what you require. We are your partner in delivering the solution you desire, whether it is a single projector and screen or a custom-designed audio visual experience and solution.


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