Live events are here to stay. They bring great value, such as leads, sales and greater awareness. Making sure that your attendees have the best experience is crucial for a good return on the investment. From planning to executing the event, every detail is important to guarantee that your attendees leave with a good impression and great experience. Having been in the audiovisual industry for 22+ years, we have some tips to help you make your event the best it can be.
Have an optimal audiovisual setup
The AV setup can make or break your event. Here are some best practices you can include when planning this technical aspect:
- Hire a supplier with high quality equipment to ensure good image and sound. Equipment can include microphones, speakers, projectors and cameras.
- Hire a professional and experienced AV team to do everything from the setup of the equipment and operating it during the event, to the disassembling after the show is over. An experienced team is important because they can also quickly solve if there are any issues during the event.
- Do soundchecks and rehearsals to make sure that everything is working properly before the show starts. This will also give you time to identify if there are any issues so you can solve them before the event.
Have appropriately sized high quality screens
Image magnification is very important, especially if there are 500+ people in the room. Here are some recommendations for your screens:
- Use high definition screens or high power projectors to provide clear visuals. When you have so many people at the venue, this will keep them engaged and focused.
- Choose screen sizes according to the venue and audience size. Larger screens or even multiple screens are necessary sometimes to guarantee that everyone has a clear view. And that is because not all attendees will be able to be front row. The people on the back should also be able to see the speakers, their expressions and body language to connect with the program.
Prioritize audio quality
Never save on audio quality. When there is poor audio, it can frustrate attendees and it will make it difficult for them to follow through the program. Use high quality microphones and speakers and place them properly to deliver clear and consistent sound all over the venue. Also, adjust volume levels to be loud enough but not to the point where they are overwhelming or causing feedback.
Schedule diner/lunch breaks
Include time during the program for food to be served and for attendees to eat rather than doing it while the program is happening and speakers are on stage. Events are also an opportunity for networking and your audience will want to relax, network and connect with new people. If you don’t give them a break to do all of these activities, they will find the way to do it and that is while the event is happening. This will cause issues with sound, attention and engagement with the speakers.
Highlight awards and recognitions
If your event includes an awards segment, make it a priority rather than another item on the list. For this, schedule the awards portion of the program during a primetime when attendees are most attentive and present. Also, create a celebratory atmosphere with lights, music and staging to highlight the importance of the awards. It will make the moment more memorable for the recipients and exciting for the audience.
We know planning an event is time consuming and will require a lot of technical aspects to be taken care of. As we’ve said, don’t skimp on having a good audiovisual plan for your event. Laguna Media Group is ready to step in! Contact us now for expert consultation.
