|
As an event planner, your main goal is to plan and oversee corporate events. Many of those events – be it a tradeshow, convention, or conference – will feature audio & visual elements. This guide/checklist will assist in making these AV presentations at your upcoming corporate event a success. Audiovisual Requirements
What are the presenters’ specific audiovisual requirements? Does the company desire just a basic setup or a more comprehensive production including staging, lighting, and a video recording of the event? Pass this information on to your A/V provider and anybody else who might need to know. Depending on the venue, this might also include a room scheduler. If you are in charge of selecting a venue, make sure it is a good fit based on the audiovisual requirements by the presenter. Do they need display screens or digital signage? How many attendees are expected? This will determine the number and power of speakers and projectors. Click here to see an example of a setup for a medium sized event. A/V Team
Make sure to have open and clear lines of communication with your AV company at all times. Find out if additional staff is needed. For example, in case the organizer desires for the event to be filmed, does the designated audiovisual team have the necessary equipment and capabilities, or does the job need to be handled by a different provider? Scheduling
Figure out the timing and setup details. What time will the general setup of chairs, tables, and other pieces be completed, and when should the AV provider begin their setup? What time will they be finished in order to do a tech check together with the presenters? Make sure the presenters have adequate time to review their presentations and familiarize themselves with any technical equipment they will use (projectors, wireless microphones, and so on). Lastly, determine the actual event start and end time, and make sure to leave time for the AV team to strike the equipment upon event completion. Once the schedule is in place, communicate it with all involved parties. Before the Event
Send out the event cue sheet to the presenters, AV team, and any other attendees/production team members as necessary. This gives all involved parties an overview of the above discussed scheduling, and also features additional information such as directions, load-in instructions, and the contact information of all key persons. Make sure to follow up with the cue sheet recipients to see if any changes in scheduling need to be made. The Presentations
Once the event is in full swing, it is important to not only keep things running smoothly and on time, but to be prepared to react quickly to potential problems that may arise. As always, the event planner is the liaison between the AV team and the organization/presenter, and should actively work to resolve any issues as fast as possible. Any technical problems should immediately be brought to the audiovisual provider’s attention.
Related Articles -
audiovisual company, av company, av provider, av rentals, av services, audio visual rentals, audio visual services,
|
