Event 101: The ABCs of AV

 

Audio Visual equipment and design is one of the most important facets of an event, and oftentimes, the least understood. Whether you are planning an in-person, virtual, or hybrid event, being able to communicate efficiently and effectively with the AV team is vital to the event’s success.

In this edition of Event 101, we’ve compiled the “ABCs of AV,” listing what you should consider in this collaboration. 

A is for Agenda

When planning AV for your event, the first thing to consider is what you want your event to look like:

  • Will it be in-person, virtual, or hybrid?

  • Will there be speakers, and if so, how many?

  • Will speakers need the ability to present slide decks or videos?

  • How many stages will there be? 

  • Will the event be live-streamed? 

  • What will the break look like?

  • In how many rooms will there be AV?

  • Will any of the sponsor booths have AV needs?

  • The questions are endless, but important, to guide the event in the right direction. 


B is for Budget

Anything is possible with AV—especially if given a large enough budget to work with. It is important to build your agenda early so you can be ahead of sourcing the various materials that you’ll need. Smaller events can be executed with as little as a couple thousand dollars, while large scale conferences can have budgets well over $1,000,000.

  • Pro Tip: Early on in your venue contracting phase, find out what the venue provides for no additional cost—such as wifi, electric, microphones, TV screens, projectors. This can save you a lot of money, so never be afraid to ask!


C is for Carrier / Provider

Your AV technicians will be your greatest allies on the day of the event. Having the right team is vital to an event's success. If your event venue has a preferred AV vendor, you might be in luck; they'll already be familiar with the event space and its AV capabilities. Opting for a preferred provider or having a standing relationship with an AV team you trust will only make your life easier. 


D is for Directions

When working with AV teams, it is important to create thorough run-of-shows for all AV crew members. In addition, step-by-step instructions on all event functions—including videos, opening slides, speakers, presentations, timing, lighting, stage set ups, live stream information, and virtual platform information—will be vital to proper event flow.

Before your event date, you should have frequent, regular meetings with your AV team, as well as a final walkthrough prior to each day of the event. Including your AV team on speaker’s session calendar holds is never a bad idea—that way, everyone is on the same page about when to be where. 


E is for Equipment

This is a big one. What equipment should you be thinking about adding to your event? We have included a checklist below:

  • Backstage Setups

  • Clicker (slide advancer)

  • Downstage monitor

  • Laptops and Tablets

  • Lighting

  • Microphones

  • Mixer Boards

  • Projectors

  • Stage Changes

  • Stage Setup

  • Sound Systems

  • Technicians

  • Timer

  • TV Screens

  • Video Cameras

  • Video Switcher

  • Virtual Platforms

F is for Future-Thinking

It is easy to get wrapped up in the day-of details when it comes to AV, but what do you need post-event? Your client might want an event-recap video, recordings of each session, and/or a private post-event webpage. Considering your post-event plans in your scope of work will allow faster turnaround times in such deliverables and help you to avoid additional expenses. 

 

AV can be an intimidating topic, but if you ever need help deciphering the ABCs of AV, cred is here and happy to chat!
Drop us a line!

 

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