Everybody will agree that when a company will hold a conference, or a family or even a group of friends will hold an important occasion such as weddings, birthdays and the likes, they want it to be spectacular.
In making this possible, one of the most crucial factors to consider on the day of an event is the setup for audio and visual services. This is something that an event planner should be putting on top of his priorities.
If the A/V runs smoothly, then for sure the attendees will say that the event is a success. But if it is the other way around, instead of talking about how beautiful the occasion is people will be talking about how poorly the audio and video setup is. Thus, the purpose of the event is defeated.
Here is a list of five most common audio visual event mistakes with a recommended solution on what to do.
Cutting costs with AV
There is nothing wrong in saving a few bucks, but the event planner should not settle for low-quality equipment. Chances are those low-quality apparatus acquired will not function well on the day of the event.
Remember that audio visual equipments are one of the most expensive parts of an event. Rather than cutting cost in AV, cut cost somewhere such as props, decorations and other stuff.
Consider budgeting months before the event. The planner should ensure, adjust and define his budget early. Find suppliers or opt for audio video hire, ask them a quote and look if everything you need is in it to avoid additional charges along the way.
Not hiring a professional technician
If a planner thinks he can do everything by himself by bringing own equipments and a volunteer will run it just to save money, definitely the result will not be as good as he thinks it will be. Such planner will be sacrificing the quality of the AV in the event.
The risk is, if the operator doesn’t know how to troubleshoot and something goes wrong while program proper, the organizer will be wasting more money instead of saving. An audio visual hire to handle the event will be a good option.
A professional audio visual team is expected to know everything from setting the equipments, adjusting them, and troubleshooting.
Having not enough time for set-up
When the audio visual team is on the rush for the set up, more mistakes are bound to happen.
The organizer should book enough time before and after the occasion. Preparing, travelling, assembling, testing, optimizing and disassembling equipments require a lot of time.
It will be better if the organizer and the AV staff will set a day to practice to set-up and tear-down things, so they will have an understanding how much time is needed.
If in case it’s not possible to have a practice, ask the AV team how much time they used in the past in preparing for an event. Give ample time for audio visual set-up and load out; remember quality takes time.
Assuming that everyone is ready for the day
Meeting once with the AV team and other staff involved in organizing the event is not enough.
The main organizer must make sure to communicate to every person in charge and ask for their updates if they are already 100% prepared for their roles.
Two weeks before, they should have a meeting and discuss what are the things needed before, during and even after the event.
It is best for the event planner to make a checklist or documents that detail the role of every staff involved and make sure to send it all in the team. Three or two days before the event remind every individual staff of their duties. It is better to keep tabs on regularly.
Not making sure that all materials needed for audio and visual inputs are in
Usually in events, up to the last minute problems arise because of audio and visual inputs.
The number of sound mixers and video switchers doesn’t match the number of materials that will be needed, especially if it is a large scale event.
For example, a presenter in a conference provides their presentation materials late or wants to include video for the very last minute before his presentation begins.
The organizer must remember that sound mixer boards and video switchers have limited number of inputs.
The best thing to do is to check beforehand. Count every audio and visual input needed at least two weeks before the event.
Ask also all the presenters to give at least an estimated number of inputs they will be using for the event.
It will be best to supply additional sound mixer board and multiple video switchers if the event has too many audio and visual inputs.
It all comes down to one: the key to avoid audio visual event mistakes is organization and clear communication between the organizers and all the people involved. Tight communication is a must whether you opt for audio visual hire to do the job or a production agency to cover your event.