If you are an event planner, you know that a proper setup of AV equipment is crucial to the success of your event. A microphone that is producing no sound or a failed power point presentation can cause you embarrassment and cost you your hard-earned reputation. Here are a few measures you can take to ensure that your audiovisual setup is as smooth as possible.
In-house Vs vendors
Before you even start, you will need to make a choice between in-house and external vendors. This is only applicable if you are holding the event at a venue such as a hotel that has its own equipment. Compare the equipment, services and cost. Getting an external vendor may prove cheaper and flexible to your needs. You also eliminate the cost of having equipment you don't need.
Ensure the vendor's employees are adequately prepared for the event. Clarify roles and responsibilities of each individual a week before the event, and then repeat the same two days before the event.
Confirm that power is included in the cost; otherwise you may be in for a surprise.
Give adequate time for the setup. Set-up may take longer than you imagine, even more than a day. Factor in travel time, unloading, set up and tearing down time. This is especially important for a one-day event. You may consider installing the equipment a few hours before the event or even a day earlier, if the event begins in the morning.
These are the places where the equipment will be hung. Find out how many points you need for each item. Ensure you have adequate and stable support for the equipment.
Decide how many displays you need for the event. A screen may be sufficient for a small event, but for a big event, you may need several of those.
Check to confirm that the sound mixer board is compatible with the number of inputs you have. Several video switchers may also be required if you are using several video inputs.
Ensure that there's a technician available on site for troubleshooting.
Check the sound system and the volume to ensure they are working properly. Make sure the music and videos and slides are properly synchronized.
Provide the content to be displayed to the event rental company in advance for purposes of rehearsal.
When you are setting up for a one-day event, you don't have the luxury of time. Start early and end late. Ensure you hire a reputable event rentals company, like Audience Engagement Group, for your AV equipment.