A Helpful Guide for Using AV Technology in Event Planning

Hosting events - whether industry conferences or company get-togethers - can be a great way to help elevate important messages for partners and employees. However, in order to plan and execute these events properly, it’s important to have a good understanding of the AV (audio-video) technology necessary to run them.

We’ve put together some helpful information that you can use to get started planning your own events and making them more engaging for your audience.

Understanding the Ins and Outs of AV Technology

When you think of planning a company event at a venue, you may wonder about all of the necessary equipment you’ll need to make it a success. The concept of AV technology makes up all of the individual electrical components necessary to help create a more engaging sensory experience for anyone in attendance.

AV technology is actually a very broad category that is made up of a variety of presentation elements. However, the primary purpose of including it in your event is to amplify the messaging so that everyone can hear the presenter, as well as incorporate visual elements that help to express ideas more clearly and keep the attention of viewers.

While there are a number of different AV components available to use at events, below are some of the most common elements that can be used:

• Projectors, screens, or other video displays
• Microphones, speakers, monitors, and audio mixers
• Lighting equipment for stages and creating a certain ambiance
• Video cameras, switchers, and recording devices
• Control systems and necessary software to run them

Planning Your Event and AV Strategy

As you start conceptualizing the event you’ll be hosting, your AV strategy will play an important part in ensuring its success. Below are some helpful tips you can follow to make sure you’re getting the most out of your event:

Start Early

Coordinating company events can require a lot of careful planning and timing. If you wait too long to start booking a venue or renting the necessary equipment, you may run into a number of challenges. The earlier you can start planning your event, the smoother it will run.

You’ll also want to consider the seasonality when planning your events. Many businesses will host events at the same time every year, which can put supply strain on event planning companies. By planning your events well in advance, you’ll be able to successfully hold venues and necessary equipment and avoid costly event cancellations.

Define Your Objectives

Not all events will require the same type of equipment to host them. This is why it’s important before you start building an AV item checklist that you clearly identify the objectives of your event. This will make it much easier for event planners and your business to identify what exactly you’ll need to make your event a success.

Think About The Audience

The type of AV equipment you’ll want to use may depend entirely on the audience you’re presenting to. Important demographics like the age of your attendees and their overall tech savviness may mean you’ll want to consider additional accessibility options when acquiring AV equipment and can help you prioritize your event requirements. 

Set a Budget

Depending on the size of your company and the event you’re looking to host, event planning can require careful consideration of your budget. It’s important to consider this element well before you start booking venues or renting equipment. This will ensure you’re not putting too many resources in one particular area and are better able to balance your spending.

Another thing to consider if you’re a business that regularly hosts an event is the cost-reward analysis of purchasing versus renting equipment. Depending on the frequency of your events and the level of consistency of its design, it may be more cost-effective over time to purchase your equipment right out.

However, keep in mind that AV technology is continuously evolving. Because of this, you may need to invest in newer technology over the years to replace outdated equipment, which could also significantly increase your long-term costs.

Choose the Right Venue

The venue you choose will also play a part in the type of AV equipment you use. Depending on the size and layout of your event space, you may need to invest in more audio equipment and adequate lighting to ensure that all of your attendees are able to hear and see the presentation properly. 

Working with Professional Event Planners

Although your organization may already have the internal resources to plan and execute company events, many times it can be advantageous to work with professional event planners. Event planners are experienced in helping businesses get the best return out of their investments while also having immediate access to high-quality AV equipment.

When looking for an event planner to work with, it’s important to inquire about the types of industries they serve and their client portfolio. This will give you a good idea of how experienced they are in helping to coordinate events in your niches. 

You’ll also want to make sure they have a good track record of success and can be dependable, which is why it’s important to have a look at their client testimonials and research the type of AV brand partnerships they’ve acquired over the years.

Make Your Next Event a Success

Coordinating a company event can be a great way to add value to the message you’re providing to employees, partners, and clients. However, in order to make sure your attendees get the most out of the event, you’ll want to make sure you’re using the right AV equipment.

By following this helpful guide, you’ll be able to plan a more impactful event while making the best use of the technology you rent or purchase.‍

Author Bio: Cameron Magee, the owner of avad3 Event Production, is a passionate and dedicated professional who began his journey in event production as a curious 12-year-old at his childhood church. Today, he leads a team of hard-working production professionals, having built avad3 from his college dorm room into a national production company, committed to both client success and the well-being of his team.

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