Choosing AV For Your In-Person Conference

Technology has come a long way in the past few years, and one area where this is particularly evident is audio-visual (AV) technology. AV can make or break a presentation, so choosing the right equipment for your in-person conference is essential.

Let’s discuss some of the most important factors to consider when selecting AV for your event, then how you can make sure your audio-visual equipment supplier understands your requirements.

Audio-Visual Equipment Supplier For Your In-Person Event

The amount of audio-visual equipment you need for an in-person event will depend on several factors:

  • Size of the venue
  • Number of attendees
  • Type of event
  • Whether or not the event will be live-streamed or have a virtual component
  • Capacity of in-house electrical supply
  • Existing venue lighting
  • Whether or not the venue has or needs soundproofing
  • Layout of the room
  • Any restrictions the venue might have

Of course, there are many other things to consider, such as how the attendees will be seated (or if they will sit at all). Still, the above list is a great starting point for considering the amount of audio-visual equipment you might need for an in-person event.

There are other questions you should ask the venue contact before you arrive, but we will get to that after we review the type of equipment you might need at your in-person event.

Audio-Visual Equipment List for In-Person Events

There are several audio-visual equipment must-haves for almost every conference or concert, no matter the venue’s size or layout for an in-person event.

  • Microphones (consider whether you’ll need wired or wireless mics, also known as lavs or lavaliers)
  • Lighting (what does the event already have, and what do you need for your event?)
  • Sound system (what exists at the venue, and what more do you need to supply?)
  • Mixing boards (how many?)
  • Computers (laptops, connectors for guest laptops, etc.)
  • Podium(s)
  • Projectors
  • Screens
  • Cameras
  • Backdrop

You want to make sure the room has excellent sound and lighting to make the event special. You also want to make sure the setting is just right.

If multiple people are presenting, or if the room is large and you need to project the main act to the back of the room, be prepared with laptop connectivity or great cameras with a projection screen.

And, if there’s a virtual component to your event, make sure the connectivity is suitable for that.

Work With Your AV Partner

Meet with your audio-visual partner in advance of your event to make sure your needs are understood so you can talk through the event. Here are some things you should address:

  • Do we all understand the space layout and what is needed to ensure the event is a success?
  • Should we pre-record any part of the event for the virtual component if one exists?
  • Is the AV partner familiar with the venue? Do they have a good relationship with your contact there? Introduce them so you can make sure the whole team is working together.
  • Will there be an AV tech onsite during the event to address issues and to wire microphones when needed?

Executing a Flawless In-Person Event

If you put plenty of thought and planning into your next in-person event, you should be able to enjoy the fruits of your efforts without worrying that the sound, lighting, or virtual components will be OK.

Audio-Video Group has years of experience helping companies in many industries produce excellent in-person events. Call us today 800.668.4988 to discuss your next live event.

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