Events are undoubtedly very stressful marketing and communication actions because they require a great deal of preparation beforehand in order for everything to go smoothly.
We must bear in mind that an event is not only what happens on that day, but also what happens on that day. all upstream and downstream logistics must be planned to ensure that both material and technical staff will arrive on time. This will be crucial if we want to have everything ready so that the event can follow the schedule set out in the agenda.
However, if you are not a professional in the audiovisual sector, we want to start with the basics:
What is the audiovisual equipment for an event?
When we talk about "audiovisual equipment" we refer to all devices that are responsible for processing or generating any kind of audio-visual effect.i.e. loudspeakers, monitors, projectors, microphones... among many others!
Whether the event is large, with many audiovisual requirements, or if it is a smaller scale event. You will always need certain audiovisual elements. Good sound and lighting is one of the most crucial aspects of any corporate event.
What does the audiovisual equipment used at an event depend on?
The truth is that the type of audiovisual material used in an event will depend on many factors:
- The needs and tastes of the client.
- Its corporate objectives.
- The message that is intended to be conveyed during the day.
- The type of audience attending the event.
- The venue where it will take place (with its different characteristics and capacity).
- The budget available to the client.
- Etc.
The importance of having an audiovisual production team for your event
The truth is that not having a good audiovisual service for your event can have dire consequences during the event. From audio failures, sound feedback, screens that don't work and/or don't display correctly, etc. All of this can make the experience of your attendees less than optimal, making their memory of the event less than optimal.
What we at VA always recommend is to do a good pre-planning of all the equipment you will need, making sure to do several test runs before the event itself. In this way, in the event of any kind of failure, it can be solved beforehand without affecting the rhythm of the event.
List of audio-visual material most commonly used at events
Although, as mentioned above, the material used at each event may vary, The truth is that some elements tend to be repeated in virtually all events. The most common are:
Soundboards or audio mixers
These devices are used to adjust the volume of the microphones, They will also help you to balance the sound and avoid sound overlap.
When using a mixer, your sound technician will need to know how many microphones will be used during the event. In case extra microphones are needed, either for speakers who are going to speak at a specific moment or for attendees, the sound technician shall ensure that there are enough channels for each of the speakers.
Projectors or LED screens for events
In this sense, you should not only take into account the characteristics of the event room you are going to use, but also the needs of your client and the type and format of content they are going to use.
This way you can choose the best type of screen or type of projector for your particular situation.
Microphones
It is of utmost importance that all participants, no matter where they are in the room, can hear the speaker perfectly. However, it is of the utmost importance that all attendees are in the area of the room where they are, deberás asegurarte de elegir el micrófono que se adapte a las necesidades que tenga tu evento.
In addition to this, you will need to consider the number of microphones you will need, as you will need to have enough channels.
Videowalls
This is one of the most commonly used options when you want to project several images at the same time.the large size of the screens means that a lot of information can be projected on them.
In these cases, it is often necessary to have content created specifically for projection on such a device, This will ensure that we can offer the highest possible quality.
As with LED screens and projectors, there are many types of video walls. Choosing the right one will depend on many factors:
- The budget.
- The size of the venue.
- The event's objective.
- Etc.
For this reason, the situation should always be analysed on a case-by-case basis in order to choose the best possible option.
And although the following is not part of the audiovisual material, we must not forget to mention the technicians, because without them, we will not be able to count on the most advanced material, but equally, this technology could not work without their experience and knowledge.
Sound, audio and video technicians
As we mentioned in the previous paragraph, without technicians you can count on the most advanced audiovisual material that will be of no use to you.
As we mentioned in the previous paragraph, without technicians you can count on the most advanced audiovisual material that will be of no use to you. these professionals will make sure to do all kinds of tests, to make sure that everything is working properly.
The venue's electricity supply
Although it is not an audio-visual element, we have included it in the list because it is essential that you check the level of power supply that the venue has. We normally recommend doing this check during the site visit.
Depending on the needs of your event, it is possible that in some cases you may need to have supplementary electricity for some productions where there are many systems working simultaneously. In such cases, external generators are often chosen.
Tips for caring for audiovisual equipment
Audiovisual equipment requires care and maintenance in order to keep it in optimal conditions. Here are some of the basic tips you need to keep your equipment working at its best.
Clean the back of all your screens and monitors
One of the simplest tips is to try to keep the back of all screens and monitors clean. On the rear side of these devices there are ventilation grilles, which, in case of dirt accumulation, will not work properly, causing the device to have a higher temperature.
In addition to this, we also recommend cleaning the control panels. This simple gesture can extend their lifespan exponentially.
Check your projector's filter
Most projectors are equipped with replaceable filters. It is therefore always advisable to check the condition of the filters and if necessary clean them or replace them with a new one. We recommend always having spare filters on hand so that they can be used at any time, should the need arise.
This precaution will prevent the device from overheating.
Turn your AV system off and on
It is highly recommended that you reboot your computer rack at least once every few months. This will prevent equipment from storing information that is not necessary, slowing down its operation.
Keep the warehouse clean
Another aspect that is not usually kept in mind but which is essential is to keep the storage room where the audiovisual equipment is kept as clean as possible. This will prevent the equipment from accumulating dust, which could affect its operation.
In addition, this precaution will also help the logistics both before and after the event to be more fluid and agile. Optimising material preparation times.
If you are preparing your next event, don't hesitate to consider VA 361 Productions as your audiovisual partner for events!
