All ABOUT AV

Audio visual needs are vital to the success of any meeting or event. Your event is important and it needs to be handled with the utmost care and expertise.

Just remember equipment is key. Use your equipment to express your ideas whilst entertaining guests at your event. Even a simple slide show can make all the difference! Things to keep in mind when planning for your audio visual needs:

• Confirm with the presenter what they will need. Are they bringing their own laptop? Projector? Screen? Speakers?
• Will a PowerPoint show have any audio? Does the PowerPoint have embedded video?
• Is a request for a projector in reference to a video projector or an overhead projector?
• Find out what will be required at least 24 hrs prior to the event. This may seem obvious, but this is one of the most important steps that many people don’t do.

Plan Ahead For Your Event’s Audio Visual Needs

• Get familiar with the venue for your event and know what type of room or area it will take place in.
• What equipment will you need? (audio, video, is there a house system, do you need to rent equipment?)
• Talk to the staff at the event venue and ask them about any issues you should be aware of or challenges others have faced at the venue in the past.
• Arrive early and test any gear you will be using.
• Have backups of everything – you never know what equipment will fail at the moment you need it the most.

Think About Your Audience and Use That To Gauge Your AV Needs

• What’s the size of the crowd or audience you will be addressing?
• Will there be multiple speakers at one time or only one?
• Will an MC need to have a microphone on at all times?
• Multiple speakers will require more advanced equipment.

Plan Your Florida AV Setups Accordingly

• What kind of recording gear will you need?
• Are you recording direct to CD, MP3 recorder or some other digital media?
• Have backups of all recording devices in case one crashes while you are recording.
• Will you need tape to protect wires from tripping people who are walking near or over them?

Make Multiple AV Recordings

In computers backing up is called redundancy. This is a must for recording any live event, because eventually files will get corrupted or recording devices will fail and you will be stuck trying to recreate lost footage if you don’t have backups.

Will your Event Require Audience Participation Audio Visual Equipment

• Will you be asking the audience questions or allowing them to participate in asking questions?
• Will you use wireless or wired gear? Wireless is much easier to work with.
• Have the main speaker repeat any questions asked by the audience if there is no microphone for the question asker.