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When you’re preparing an audiovisual budget for your event, there’s a lot more to think about than simply how much money to set aside for theming, lights, sound and vision. To be sure that you are getting the benefits of money from your audiovisual event’s design, a solid knowledge of the capability of both technology and your audiovisual event company is essential.

Here we’re giving you our top 8 audiovisual tips to create a successful event.

1# LOOK FOR CREATIVITY IN YOUR AUDIOVISUAL SUPPLIER

When shopping for an audiovisual provider, you traditionally seek service, price and reliability. All are great measures of a quality audiovisual company, but to truly do justice to your event, creativity should be a central part of their product offering. Progress in projection and event lighting technology means that the old business model of simply hiring out and operating gear for a client is no longer an adequate level of service. The main driver of this abstract shift in the market has been technologies such as projection mapping.

Projection sketching is the art of building multimedia content for projection into flat surfaces (2D projection mapping) or objects (3D projection mapping) and then using advanced computer and projector technology to bring imagination into life. It has transformed big events, conferences and theatrical presentations the world over. While the technology is now prevalent, the creative talent to successfully use it is not. 

2# SET YOUR EVENT VISION AND SHARE IT

Having a sharp vision of the artistic feel and tone of the event is crucial at this stage of pre-production. Design your event like a movie director, discuss themes and images with your key staff and audio-visual team. Don’t get obsessed with what you’ve seen done before or know to be possible; a good AV company should be able to take on board any creative idea you have and turn it into a practical suggestion.

3# REMEMBER THE SIGNIFICANCE OF SOUND FOR YOUR EVENT

The event sound system employed to deliver it has to match the content. Important things to look for are decent coverage of the room to ensure all guests get crystal-clear speech as well as the full impact of any musical material. If you are employing high-energy music or cinematic sound effects assure the system can replicate the full range of sound. A minimum of two subwoofers has to be in place to maximize the impact of any low-end effects or bass lines. 

4# THINK DIGITAL

Discuss with your audiovisual event company about methods to digitally boost your event. Can they digitally brand your conference with projections and then successfully change the same space for a gala dinner? Entire ballrooms can be changed into another world, and the walls of an auditorium can ripple at the launching of a new product. A custom-built set design can be changed into a living, breathing animal. Pretty much anything is possible, and an in-depth conversation with a design professional is priceless to help direct your thinking in the planning stages. Understand what design and creative support the AV company offers and whether the in-house designers have the right skills to direct you through the concept creation, implementation and delivery of just about anything your imagination can crave.

Creating a multimedia-driven event from scratch can seem to be a longer process than the traditional method of easily stating a theme and letting the staging company deliver, but the results perform a much better return on investment. Elements of digital branding or presentation content can’t only be used at one specific event but also transferred to similar events or venues at no further cost. 

5# GET MOBILE

Almost everyone now has a video displaying, networked computer a.k.a. ‘Smartphone’ in their pocket. This makes them able to not only absorb your content but also interact with it. An AV company must have a lot of new ideas on how to make this work for your event, approaching your theme and offering a greater commitment to your audience.

Key technology for presenters are apps to enable snap event polling of audience members and instantly display collected results on the main screen. For guests, important information such as calendars, maps and key messages should be accessible from an app or network.

6# ASK YOUR AUDIOVISUAL TEAM THE RIGHT QUESTIONS

Questions about the technical details are excellent for getting a sense of competence and great organization. Is the PA appropriate for speech reinforcement only or can it provide loud, exciting music if you need it? What combo and numbers of lighting fixtures do they usually use – LED, moving lights, wash lights? Again, it’s not necessarily the specific information that you need, but the assurance of their assurance in answering. If you’re happy with that, then ask them what they recommend, or better yet, what they have always wanted to do given the opportunity. You’ll soon establish whether you’re in good hands.

7# ACHIEVING CUT THROUGH

At Encore Event Technologies we realize that you have a unique opportunity to create an event specific to your audience. It’s worth your time to work together with a creative AV company to deliver an original vision to life that makes a strong presentation about your organization. Your customers are already enjoying new types of audience arrangement in both their professional and personal lives, either driven by large corporate organizations or the entertainment industry. The boost in quality of experience means all content providers have to compete to cut through.

8# MORE THAN NUMBERS

Your audiovisual budget now has the ability to bring results way beyond the date of the event itself. All of your customers, employees and/or delegates are broadcasters, giving their impressions, images and videos across their networks. Giving time and creativity at the outset of your event planning can now pay off almost in perpetuity. Get to the heart of your message, predict the best possible shape it could take, and invest in bringing it to life in the most effective way.

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