When it comes to planning a successful conference, several factors come into play. One of the most important is using the right audio-visual equipment. A conference is not only about having a screen or projector but helping the audience understand the message. This means perfect audio-visual equipment is supposed to boost your efficiency and productivity. However, if you’re new to this, you might not have an idea of the equipment you will need. This guide will help you out in picking the essentials that you need to get from audio visual rentals.
The Display/Screens
The display/screen is the most important audio-visual equipment for any conference. However, it is equally important that you choose the right size. It is often that people underestimate the importance of the proper size and end up choosing the wrong one.
As a result, the display comes out to be smaller than required. When all of your audience can’t properly see the display, it’s smaller than required. The best way to avoid such a situation is by determining the number of guests attending the event. If the number of attendees and the room itself is big, you will need a display size that can convey and display information clearly till the end rows.
If the case is otherwise, it is difficult to read the information displayed on the screen, and are most likely to lose interest. Furthermore, you need to consider your budget as well. Even renting audio-visual equipment can be expensive. So, if your budget is limited, you might want to take up some cost-saving measures such as choosing a smaller room with a sufficient number of guests. That way, you will not have to spend much on the display and other items.
Microphone & Sound System
The microphone and sound system are the next big thing standing between you and the audience. When it comes to choosing the perfect microphone and sound system, you should know there is a sea of options out there but the perfect type depends on the type of conference, room size, and number of speakers.
For instance, you may opt for a lapel microphone for a presenter who moves around during a presentation at a conference. However, if the conference is about a panel discussion or Q & A session, opting for a handheld microphone is going to be a better option.
Another thing you must have for your large conference is sound system and what kind of it is required. Then again, the kind of sound system you need depends on the size of your venue and audience. A small conference may require one or two speakers but a larger one will require a more extensive sound system.
Plus, the sound quality should also be top-notch so that the audience can clearly understand the words coming out of your or the presenter’s mouth.
Lighting And Stage Equipment
You might have observed that prominent companies, brands, and manufacturers spend a huge amount of money on picking the perfect lighting and stage equipment. This is not because they want to show it off to the world but to help the audience focus on their products.
Using effective lighting and stage equipment helps improve the audience’s auditory experience. At the same time, it also helps create an engaging and immersive atmosphere. At the same time, the stage should also be given its due attention. The most important factor to keep in mind is that the attendees should be able to see the presenter and the information being displayed.
A well-designed stage will look excellent for the attending visiting the venue but also for people who are attending the event virtually. If the conference is about presenting a product or an item, the lighting should be such that it highlights the prominent features.
If the audience sitting at a distance cannot walk over, they will most probably look at the display and the presenter to help them understand the unique features. This means the stage and lighting should be perfect allowing everyone an equal chance to become familiar with the displayed item or items.
Technical Support And Setup
Technical support and setup are the backbone of any successful conference. Technical support is for making sure that all the equipment is working fine. On the other hand, the setup is about making sure every item is where it should be as planned. For instance, installing the speakers at a distance from the audience is going to affect their ability to hear the presentation properly. The same goes for the display.
In addition to that, remote assistance is also key allowing the team to fix any issues or complications that may arise during the conference. Remote assistance helps them fix the issues remotely. The technical support should be strong enough that the team can diagnose and fix the issues on the spot without wasting too much time so you must hire an event production service for this purpose.
On the other hand, every conference should have backup equipment. Although, the company offering audio-visual equipment services charges extra for the backup equipment, but you should consider it especially if it is a big conference. The last thing you would want is the lights going out just when you are about to begin.
That said, always have multiple mics, speakers, and other items as a backup in case something unexpectedly malfunctions.
Additional Tips For A Successful Conference
Now that we have discussed the most important AV equipment required for a successful conference and how to pick them, we are going to discuss some additional tips that will help you make the right decisions.
Define Your Needs And Budget
As mentioned earlier, defining your needs and budget is the best way to plan a successful conference. In this phase you build the foundation of your conference and you need to get it right. When it comes to defining your needs, you should be sure of the type of conference taking place and the requirements.
It is often that businesses spend a huge amount of money on unnecessary equipment just because they can. There is still no guarantee that all the equipment will work well without failures. Instead, one needs to be smart and focus on the needs and requirements to be able to opt for the proper equipment.
Even if you allocate a big budget for the conference, all of it is going to waste if you fail to allocate something to technical backup. This is why you need to define your needs and your budget.
Spending money in thin air won’t bring you success. It is about knowing your preferences and the needs of the conference to present a high-quality conference. As a business, if you are not aware of how to go about planning a budget or matching your needs and preferences, you should consult an expert.
It’s better to spend some time planning than to spend in a hurry having no idea of how things will go on the conference day.
Conclusion
Defining your needs and preferences is an important factor that guides you in the right direction. At the same time, get the essentials from a reliable AV equipment rental and contact an expert for second opinions that will help cover minor flaws and gaps that otherwise go unnoticed.
