How you can determine the proper AV equipment setup for your special event

Having the correct AV system setup will contribute to your event in a big way 

The audiovisual requirements of events aren’t something many of us are familiar with. As laypersons, we may make mistakes, whether it’s not choosing the right equipment, lacking the equipment we need, and so on. But whilst the right AV system and setup may not be as critical as your content and catering, it still contributes to your event in a big way – more than you may realize.

For example, if you are planning a conference, how sure will your audience hear what the speakers say? If you are holding a concert, will your attendees be able to appreciate the musical performances? So what does it take to determine the proper AV equipment setup for your special event? Here’s your guide.

• Think about the audience. How many people are attending your event? If you are planning an event with 300 attendees in an auditorium, figure out the ideal design setup and consider the sightlines of your audience plus their distance from your actual stage. You may need a setup with twin screens or a single big screen, or you may need an LED screen as a backdrop. The good news is that you can consult with your chosen AV hire company, and they can give you the best recommendations.
• Check out the level of lighting because this will determine if you need front or rear projection. You may need LED if there is not much space for a lot of equipment. The distribution of sound around the room is also essential because you want to be sure that you don’t have any dead spots.
• Assess the content of your event. Event planners will go for a huge venue in some cases, but they don’t have any slide presentations, so you don’t need a giant projector. Determining what you need based on your content is crucial because you can save more if you only go for what you require.
• Know your budget. One other aspect that can affect your AV setup is your budget, but be realistic regarding your expectations. It pays to manage your expectations and know that you essentially get what you pay for. That said, it may also be a good idea to allot a bit more than you would typically allocate for your AV setup, especially if you have many technical requirements.
• Never, ever leave it to the last minute. This is a common error made by those planning an event – it’s easy to start panicking when you realise that you have a more complex AV setup than expected. One of the best things you can do is visit the site with your AV specialist so they can assess the venue and make a record of what’s in there in terms of AV equipment. They can also evaluate the venue’s capabilities right away and tell you if you need more.

You may want to consider a ‘wet hire’ arrangement where your AV provider can have someone operate the equipment for you. Whilst ‘dry hire’ arrangements may work for some; you wouldn’t want to end up calling the provider in the middle of your event because your team has trouble working out the equipment. However, it’s better to be safe than sorry, and it’s a worthwhile investment if you want an event that’s perfect to the last detail.