AV Technical Production Planning for your conference in Spain

You are going to spend months of planning, a considerable budget and an incredible amount of energy to organize and host your conference in Spain.

At this point, you know that to make an even bigger impact on your audience you need spectacular lighting, crystal clear sound and a high-end technical audiovisual production, but you are wondering, how to do it with the quality that my event requires outside my country and without my trusted suppliers? 

From Novelty Spain, we know that it can be overwhelming to design, plan and execute the AV technical production from another country, so we have compiled everything you need to know - technically, creatively, logistically and more - to ensure that your conference runs perfectly in Spain and with no surprises:

At a conference, weak sound, deficient screens or inadequate lighting can compromise your audience perception, the brand reputation and the overall success of an event.

Excellence in technical audiovisual production is critical to achieving your key objectives: effective communication, speaker support and audience engagement.

Choosing a local provider offering comprehensive audiovisual solutions in Spain

The research of local AV partners for lighting, sound, video, rigging, scenography design that generate reliability, perfect coordination and the confidence that they will be able to deliver the same level of quality, may seem an almost impossible challenge to meet.

Choosing an audiovisual partner to handle all phases of audiovisual production, before, during and after the event, or to support the technical direction of the local audiovisual production, will unblock most, if not all, of the obstacles you may face.

Also, make sure that the audiovisual partner provides, in addition to technical audiovisual production, other audiovisual services for events for the different needs that you may have: audiovisual graphic content, video mapping, scenography, live streaming, retransmissions, among others.

When comparing the best AV partners in Spain, it is essential, beyond experience, reputation, financial health and range of services, to look at the following aspects:

Highly qualified Crew & Logistics team

Bringing all your technical team and audiovisual material from your home country can be costly, not to mention the negative environmental impact. An experienced AV partner should have a dedicated department for crew and logistics to ensure that the conference planning is well planned.

It is also important to be aware that, depending on the date of your conference and if it coincides with other relevant events in Spain, there may be a lack of qualified technical professionals with the international experience you are looking for.

Check with your audiovisual partner about the ability to hire qualified technical staff to suit your conference. Don't overlook the documentation part: work permits, safety certifications, specific permits to perform certain services, as well as work agreements and contracts.

Good to know: Novelty Spain has a large and senior AV technical team with experience in various fields, and we know in advance the availability and schedule of external staff in real time. This makes it much easier to create the perfect team for your conference.

Knowing the technical feasibility at your venue

Audiovisual technical inspection visits before the event are crucial to have detailed information about the particularities of each venue and to solve any eventualities in advance: Is there a loading and unloading area? How many accesses does the venue have and which vehicles can access? Does the venue and its surroundings have any specific restrictions? What is the ceiling height? Is there enough electricity?

This type of information will help you overcome challenges, avoid unexpected issues and make better decisions about any necessary changes.

Good to know: Novelty Spain goes above and beyond. We've collaborated closely with Spain's major venues for many years and consistently conduct pre-event audiovisual technical inspection visits, which gives us a great advantage when it comes to providing customized AV solutions.

To learn more key questions for a technical inspection visit, download our guide to audiovisual technical inspection visits or request an audiovisual inspection visit accompanied by our technical team.

Own stock of state-of-the-art AV equipment

Having an audiovisual partner that provides all the audiovisual equipment your conference needs is advantageous in multiple ways. Firstly, the rental costs of the AV equipment; the budget will always be more attractive than outsourcing to different companies.

Secondly, the impeccable condition of the audiovisual equipment. A high-end conference requires state-of-the-art audiovisual equipment with elegant presentation and flawless operation. The best AV equipment is the one that undergoes a meticulous maintenance process and integrates perfectly into the event venue, almost imperceptibly to the audience.

Look for audiovisual partner dedicated exclusively to corporate events in Spain, such as Novelty Spain, and schedule a visit to their warehouse to know their maintenance and storage process.

Finally, it is essential to know the equipment models included in your budget. With the quick evolution of AV technology, make sure your AV partner is making regular investments in the acquisition of innovative AV material to ensure the highest quality for your conference. 

Good to know: Novelty Spain has the largest in-house stock of AV equipment in Europe. We invest massively in state-of-the-art AV equipment and all our materials go through a rigorous quality control in our warehouses. Come to visit us!

Strategic location for simultaneous or itinerant events

Having an AV partner strategically located in key cities and close to the most interesting venues will greatly facilitate pre-production, logistics and last-minute changes.

This advantage will also be crucial if you are organizing a simultaneous or itinerant conference in different locations. Optimizing time and resources can make a significant difference in production efficiency and, of course, in your final budget.

Good to know: Novelty Spain has a 8000m2 warehouse in Barcelona about 15 km from the main venues and airport, as well as in Madrid and Lisbon. We are part of the Novelty-Magnum-Dushow Group, present on 5 continents and able to produce all types of events worldwide.

Human Touch: Customized solutions for AV technical productions

Always consider the team that, along with yours, will ensure that your vision and objectives are realized during the planning and execution of the conference. Getting information about the company structure, the experience of the production team and knowing in advance the people who will be working side by side with you can be decisive.

• Adaptability to your needs: The ideal AV partner will easily adjust plans, reorganize resources and select audiovisual technologies that adapt to changes, new requirements or new creative ideas whenever you need them.

• Creativity and technical expertise: The perfect AV technical production team is the one that balances experience, creativity and technical knowledge to get the most out of your conference. These professionals will be an extension of you and your right hand to design, create or modify your project under your direction.

• Conference experience and examples: Check the catalog of previous conferences or similar events produced by the AV partner to understand if their quality, approach and style align with the vision you have for your event.
  
  
• International standards: Not all countries foster event culture and it often seems difficult to achieve the same levels of quality in some locations. Stick with the AV partner who has demonstrated, through their projects, brands they regularly work with and extensive experience, a level of result that exceeds outstanding.

• Flexibility in last-minute changes and additional requirements: Changes in programs and schedules and additional last-minute requests are normal during a conference, and once again, the AV partner you choose will be the one to help you find the best solutions for quick and easy adjustments in presentations, programming and AV equipment.

• On-site audiovisual technical support:  Your AV partner must always be ready to deal with any technical setback in real time. A well-planned production from the beginning, a skilled technical staff and a backup AV equipment ready to operate are the perfect formula.

In this context, technical compatibility between the venue's audiovisual equipment and your partner's audiovisual equipment is essential. Make sure that your partner knows in advance and in detail the available resources, models, softwares, upgrades to decide in the production phase the best AV materials match for the conference.

Good to know: Novelty Spain's reputation is defined by the way we work. Sense of consistency, listening, passion, planning, attention to detail, cleanliness, commitment and thoroughness.  Every detail is carefully chosen to create an impeccable event that leaves a deep and lasting impact on your audience.

Other common challenges in organising a conference in Spain

Local regulations for organizing an event in Spain

An AV partner is aware of all the most common regulations and norms to take into account when producing an event in Spain. They must know and have protocols, documentation and experience in Health & Safety, all kind of AV certifications, Security and Evacuation Regulations, Licenses and Permits, Personal Data Protection, Space Rental Regulations, Liability Insurance, Technical Safety Regulations, among others.

It may seem like a big deal, but an audiovisual partner is used to dealing with this type of regulations on a daily basis and will have everything ready to organize a conference without any legal impediment.

Communication and language barrier

Clear and effective communication from the beginning is imperative to fully understand all technical needs and specifications throughout the production and even after the event. It may seem like a small detail, but make sure your project manager and technical team are fluent in your language. 

In terms of communication, AV technical drawings and 3D Renderings facilitate the demonstration of visual & audio concepts to anticipate the outcome of the conference, giving technicians, suppliers and customers a clear idea of what will be required. Find out if your AV partner offers this type of service and if it carries any additional costs.

Good to know: At Novelty Spain we speak 7 languages (Spanish, Catalan, English, French, Portuguese, Dutch and Arabic) to make communication clear and simple. We have a department dedicated exclusively to 3D solutions and all technical drawings and 3D renderings needed are included in the quotation in most cases.

We trust this information will help you to evaluate and to decide on the best AV partner for you. The best choice of a local AV partner specialized in organizing events in Spain is crucial to overcome any challenge in the technical audiovisual production in Spain and to guarantee the success of the conference.

If this article has been useful for you, we recommend read this one "7 key questions you should ask your audiovisual company".

Good to know: With over 40 years of experience, Novelty Spain is the chosen AV partner for event agencies, event planners, and technical directors worldwide seeking the highest international standards in technical production, equipment, and audiovisual technology in Spain and throughout Europe.