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Imagine you’ve spent the past few weeks putting together your upcoming corporate event. Everything’s ready. You’ve got it all covered, down to the last detail. But just as your first speaker is about to begin their opening speech, the screen stops working and the microphone fails.
This situation forms part of everything that audiovisual technical production concerns itself with. And no matter how hard the speaker strives to address the audience in a loud voice, if you don’t have a proper audiovisual system that works correctly, the message won’t reach them effectively.
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Want to learn more about audiovisual production at events? What is an audiovisual system for and when can you use one? Want to discover what you need for the audiovisual production of your event to be effective? Who is who on an audiovisual team? How can a good AV partner help you?
We know the situation depicted at the beginning will never happen to you. That kind of thing only happens to other people! But in this article, we’ll tell you how to avoid it anyway. Just in case!
What goes into audiovisual event production?
Audiovisual event production refers to all of the activities related with the usage of audio and video technology to create a specific environment and experience for the event. This includes the planning, design and execution of all technical details, such as: lighting, sound and video.
Audiovisual technicalproduction may also include elements such as creation of personalized video content, animation and graphics in real time, and the supervision of audio and video technicians during the event to make sure everything comes off without a hitch.
What is an audiovisual system for and when to use it at an event?
An audiovisual system is a crucial part of any event, whether it’s a conference, product launch or political rally. It’s what enables the effective transmission of information and entertainment for attendees to see and hear what is happening at the event, and thus create a live or recorded experience. In other words, it’s what makes the event exciting and memorable.
When communication can’t be face to face or in writing, and you want to make sure all the event attendees can hear and see what is happening on the stage, you’ll need to use some kind of audiovisual system.
Nonetheless, it can also be difficult to know exactly what is needed for audiovisual production to be effective. We’ll now go over some important details to take into account when it comes to planning your next event in Spain.
What do you need for the audiovisual production of your event be effective?
To make the audiovisual production of your event effective, there are three fundamental factors to take into account: image, sound, and lighting. Let’s look at more key details you should remember when planning your next event:
- First, it is essential to have a high-quality audio system. This includes speakers, audio mixers and microphones. Without a quality audio system, attendees at the event won’t be able to clearly hear what is happening on stage. Make sure you have enough speakers to cover the entire space and that your microphones are correctly placed to pick up all the most important sound.
- Another essential area is lighting. Proper lighting can create an exciting atmosphere and accent certain elements of the stage. It’s important to work with a variety of lights to achieve different effects.
- Projection technology and LED screens are also relevant lighting accessories. Screens can be used to project videos, images or presentations, giving delegates a better view of what’s happening on-stage. Just like audio and lighting, make sure you have enough screens and projectors to cover the entire space.
Also remember that having an audiovisual technical staff is fundamental for your event to be a success. The audiovisual industry is highly diverse, and there is a limitless array of audiovisual equipment, materials and devices. That’s why it is important that the technical staff be made up of experienced professionals with expertise in the latest technologies.
What does an AV technician do?
An AV technician creates, designs and prepares the audiovisual resources needed to install, configure, operate and take down the necessary systems, all with the purpose of managing your event’s communication. What’s more, if anything goes wrong, they’ll find a way to fix it!
You might be interested in this video about AV partners:
How is AV event production conducted?
Audiovisual event production involves a number of steps meant to guarantee that the event is carried out smoothly. We’ll now list and discuss the general steps that are followed in audiovisual event production:
- Planning: First, the event is thoroughly planned, considering factors such as the size and configuration of the space, expected number of attendees, its type and specific goals. The budget available for audiovisual production is also calculated.
- Design of the system: Once it’s been planned, the audiovisual system needed for the event is designed. The necessary equipment is determined, such as speakers, audio mixers, microphones, projectors, screens and lighting.
- Installation: Once the system is designed, the next step is to install the equipment in the event space. Work is done to see that the equipment is correctly configured, and tests and checks are run to make sure everything works correctly before the event.
- Operation: During the event, a technical crew will be responsible for operating and supervising all of the equipment and technology. They make sure that lighting, sound and image are synchronized, and make real-time adjustments to guarantee a high-quality experience for attendees.
- Maintenance: after the event, they take down and clean the equipment, and perform any necessary maintenance to make sure it is in top shape for the next event.
It is essential to work with an expert audiovisual event production team that can handle the necessary processes, and is capable of performing the tasks necessary to guarantee effective AV event production and avoid any technical failures.
How can an AV system be used at events?
Although no two events are alike, and it’s recommended to customize the audio and video (AV) system, the various elements can be used in any number of ways at events, depending on its type and purpose.
They can enhance a presentation, be a medium for visual effects, background music and even as a way to move your attendees.
To learn more about AV systems at events, read the follow the article: Organizing an event with your AV Partner: 10 technical key terms
Importance of a solid audiovisual partner for events
If your priority is for communication at your next event to be impeccable, more moving, and that your message reach a bigger audience, start with the proper choice of audiovisual partner to handle the technical production.
It’s important to work with a top-tier professional and experienced AV event production partner, because they will guarantee that all of the event’s technical elements are conducted fluidly, and problem-free, keys to a successful event.
As you’ve probably concluded by now, technology and audiovisual systems can spell the failure or success of your event. For more on the subject, watch this video on the 7 key questions you should ask your audiovisual company. It will clear up any questions you may have and help you make the right choices.
If you’d like to take your role as Event Manager even further, and become an expert in the field, delving deeper in the terminology and technical vocabulary used by AV-sector professionals in their day-to-day, download the Novelty Spain Guide to 83 Essential AV Terms and get detailed explanations on the most important concepts when it comes to planning and organizing your event.
It will help you understand this business, and negotiate better deals.
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This article was first published in Novelty Spain, you can read the original Spanish version here.
