Company events are your chance to shine, to connect with your audience, and leave a lasting impression. But let’s be honest, without the right AV technology in your event, your message can easily get lost in the shuffle.
Whether you’re hosting a corporate get-together or speaking at a conference, high-quality AV solutions can turn a good event into an unforgettable one. Think crystal-clear sound, stunning visuals, and seamless interactions – the kind of things that keep people engaged and talking about your event long after it’s over.
But with so many options out there, how do you choose the right AV gear? Don’t worry, we’ve got you covered. Here are 10 tips to help you make smart AV investments for your next event:
Don’t Procrastinate on Planning
We all secretly love a great procrastination session, but when it comes to events, early planning is your secret weapon. Without it, you’ll wait till the last minute, and suddenly, the AV equipment you need is nowhere to be found, and you’re left scrambling. Not fun, right?
The sooner you start planning, the smoother your event will be. You’ll have your pick of venues, plenty of time to secure the right tech, and a stress-free lead-up to the big day. So, set those reminders, create those to-do lists, and get the ball rolling early! Your future event audience will thank you.
Set Business Objectives
Every event is unique, and your AV needs will change depending on what you’re trying to achieve. So, before you dive into new tech purchases, take a step back and ask yourself: What do I want this event to accomplish?
Having clear objectives is like having a roadmap for your AV choices. It helps you focus on the tech that truly matters and avoid wasting time and money on unnecessary bells and whistles.
Plus, when you know your goals, it’s easier to communicate your vision to vendors and partners. This ensures everyone’s on the same page, working together to create an event that wows your audience and delivers real results.
Consider Your Attendees
Your AV technology should be a perfect match for your audience. Think about their age, their tech-savviness, and any specific needs they might have. If you’re catering to a younger crowd, you may want to add more flare with interactive elements like touch screens or live polls. But if your audience is less tech-inclined, keep it simple and user-friendly.
The goal is to create an experience that’s both engaging and accessible for everyone. So, put yourself in your attendees’ shoes and choose AV tech that’ll make them feel comfortable and excited to participate.
Have a Clear Budget
Let’s talk about the elephant in the room – budgets. Events can get pricey, so having a budget in place is crucial.
Think about your spending limits before you start booking venues or renting AV gear. This helps you avoid those “oops, we overspent!” moments and ensures you’re getting the most bang for your buck.
If you’re a frequent event host, consider the pros and cons of buying vs. renting AV equipment. Buying might save you money in the long run, but remember, tech evolves fast. You might end up needing to upgrade sooner than you think.
Pick the Right Location
The venue you choose can make or break your event. It’s not just about fitting everyone in – it’s about creating the right atmosphere and ensuring your message comes across loud and clear.
Bigger venues often need more powerful sound systems and extra lighting to create the right ambiance. And don’t forget about acoustics! High ceilings and open spaces can make it tricky for people to hear your presentation, so factor that into your decision.
In short, choose a venue that complements your event and supports your AV needs. It’ll make a world of difference in how your audience experiences your brand.
Do a Site Visit
There’s no substitute for seeing your venue in person. Photos and floor plans can only tell you so much. A site visit lets you experience the space firsthand, get a feel for the layout, and spot any potential AV challenges.
Think of it like test-driving a car before you buy it. You want to make sure it’s the right fit, right? During your site visit, check things like: Are there any awkward corners that might need extra speakers? Does the stage need more lighting? Are there enough power outlets for all your gear?
Addressing these questions beforehand means you’ll be prepared for anything on event day, with no surprises.
Consider Power Requirements
AV equipment can be power-hungry, and not all venues may be suitable for it. Before you commit, check the venue’s power capabilities to ensure they can handle the demands of your AV setup, especially if you’re planning to use high-powered equipment.
If there’s any doubt, consider bringing in additional power sources or even a backup generator. It’s always better to be safe than sorry when it comes to keeping the lights on – literally.
Think About Accessibility
You want to make sure everyone feels welcome and included at your event. Think about the different needs your audience might have and plan your AV tech accordingly.
For individuals with hearing impairments, consider closed captioning on your video monitors or providing assistive listening devices. If you have visually impaired attendees use large, clear visuals in your presentations to make sure everyone can follow along.
It’s all about creating an experience that’s enjoyable and accessible for everyone, regardless of their abilities.
Have a Backup Plan
Technology can be finicky, and even the best-laid plans can go awry. So, it’s always wise to have a Plan B in your back pocket.
Pack those spare cables, batteries, and any other essential AV accessories. And if your budget allows, consider having a tech-savvy person on standby to troubleshoot any unexpected glitches.
Remember, a little preparation can go a long way in ensuring your event runs smoothly, even if technology throws you a curveball.
Work With an Event Planner
If your in-house team is already stretched thin, consider bringing in a professional event planner. They’re pros at handling logistics, from venue selection to catering to, yes, AV tech. They often have connections with AV providers, which can translate to better deals and top-notch service.
Plus, outsourcing some of the planning frees up your team to focus on what they do best. It’s a win-win – you get a stress-free planning process and a great event, all while keeping your team happy and productive.
Make the Right AV Technology Choices
Company events are your chance to shine. They’re an opportunity to connect with your audience, build relationships, and leave a lasting impression.
By following these tips, you’ll be well on your way to choosing AV solutions that perfectly match your event’s goals and your audience’s needs. So start making smarter technology choices to help you create an experience that’ll have people talking for weeks to come.
Author Name: Cameron Magee
Author Bio: Cameron Magee, the owner of avad3 Event Production, is a passionate and dedicated professional who began his journey in event production as a curious 12-year-old at his childhood church. Today, he leads a team of hard-working production professionals, having built avad3 from his college dorm room into a national production company, committed to both client success and the well-being of his team.
