How to Determine the Appropriate AV Equipment Setup for Your Special Event

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The audiovisual demands of events are not something that many of us are familiar with. As laymen, we can make mistakes, whether it’s not choosing the right equipment, running out of the equipment we need, etc. But while the right system and the right AV setup might not be as critical as your content and catering, they still contribute to your event in a big way – more than you might think.

For example, if you are planning a conference, how well will your audience hear what the speakers are saying? If you organize a concert, will your attendees be able to enjoy the musical performances? So what does it take to determine the right AV equipment setup for your special event? Here is 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, determine the ideal design setup and consider your audience’s lines of sight as well as their distance from your actual stage. You might need a setup with two screens or a single large screen, or you might need an LED screen as a backdrop. The good news is that you can consult your AV rental company, and they can give you the best recommendations.
  • Check the lighting level as this will determine whether you need a front or rear projection. You might need LEDs if there isn’t a lot of space for a lot of equipment. The distribution of sound in the room is also essential because you want to be sure that you don’t have dead spots.
  • Evaluate the content of your event. Event planners will choose a huge venue in some cases, but they don’t have slide shows, so you don’t need a giant projector. Determining what you need based on your content is crucial, as you can save more if you choose only what you need.
  • Know your budget. Another aspect that can affect your AV setup is your budget, but be realistic about your expectations. It pays to manage your expectations and know that you are essentially getting what you pay for. Having said that, it may also be a good idea to allocate a little more than what you will typically allocate for your AV setup, especially if you have a lot of technical requirements.
  • Never, never leave it at the last minute. This is a common mistake made by those planning an event – it’s easy to start panicking when you realize 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 record what’s there in terms of AV equipment. They can also immediately assess the site’s capabilities and tell you if you need more.

You may want to consider a “rental with a service” agreement where your AV service provider can have someone operate the equipment for you. While “dry hire” arrangements may work for some; you wouldn’t want to end up calling the supplier in the middle of your event because your team is having a hard time working on the equipment. However, prevention is better than cure, and it is a worthwhile investment if you want an event that is perfect in every detail.


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