{"id":683,"date":"2021-06-03T21:53:13","date_gmt":"2021-06-03T21:53:13","guid":{"rendered":"https:\/\/demo.rentopian.com\/av\/?p=683"},"modified":"2021-06-03T22:27:08","modified_gmt":"2021-06-03T22:27:08","slug":"the-event-planners-guide-to-av","status":"publish","type":"post","link":"https:\/\/demo.rentopian.com\/av\/2021\/06\/03\/the-event-planners-guide-to-av\/","title":{"rendered":"The event planner’s guide to AV"},"content":{"rendered":"

[vc_row][vc_column][vc_column_text]<\/p>\n

How many presenters? Are there panels?<\/h4>\n

Start with the basics of your agenda. Having a rough idea of how many presenters you\u2019re going to have over the course of the event is going to immediately start shaping your audiovisual needs. If your general session only has one presenter for the entire time, that\u2019s very different from an all-day conference with multiple presenters.<\/p>\n

How many presenters you\u2019re going to have on stage at one time is the other major factor. Will your speakers be going up one at a time? Or will the CEO and the CFO be co-presenting? Will there be a panel discussion? If so, how many people are going to be on it?<\/p>\n

 <\/p>\n

Will there be presentations or video?<\/h4>\n

Once you\u2019ve got a rough idea of who\u2019s going to be presenting, the next question is whether or not they\u2019re going to have some kind of presentation. Will they have a PowerPoint, Keynote, or another type of presentation? Is that presentation likely to have audio contained within it? Is there a video that needs to be played to open the session? To close it?<\/p>\n

 <\/p>\n

Will there be music or sound effects?<\/h4>\n

This is one that often gets forgotten until the last minute. What\u2019s playing as people walk into the room? During the transition from one presenter to another? And who\u2019s going to provide that music? While many audio techs will have a playlist or two they bring along to all their events, you can\u2019t assume this is the case. It\u2019s also worth noting that it\u2019s against the terms of service and potentially a copyright violation to use streaming services such as Spotify during your event.<\/p>\n

 <\/p>\n

How big is the audience?<\/h4>\n

Or, more specifically, you might ask, \u201chow far away are the audience members?\u201d Is your event an intimate gathering? Or is it a large hall with thousands of attendees? How well are the attendees on the left and right of the audience going to be able to see the stage? The presentations? Is it a deep room? A wide room?<\/p>\n

 <\/p>\n

Is it being recorded or live streamed?<\/h4>\n

More and more events are being live streamed on the internet. Is yours going to be? Will a single camera suffice, or is the footage going to be edited and used later in marketing or other promotions? If so, you might want multiple camera angles to choose from, and will need more than one camera and operator.<\/p>\n

 <\/p>\n

Putting it all together<\/h4>\n

As you were thinking about all of those questions, your mind probably started to put together a rough equipment list. That\u2019s why this exercise is so helpful. By answering these simple questions, you\u2019re now able to start figuring out exactly what audiovisual equipment you\u2019re going to need.<\/p>\n

Adding up the number of simultaneous presenters is going to give you the bare minimum number of microphones you need. Determining whether or not you have presentations or video tells you whether or not you need a projector and screen, and that you\u2019ll need a computer or two backstage to run the PowerPoints. If you have a large audience, and\/or you\u2019re going to be recording the presentations or live streaming, you\u2019re going to need at least one camera. If you\u2019re showing that feed on the screen and also have presentations, you\u2019re going to need a way to switch between the two. If you\u2019re going to be using the footage for marketing, you might want two or more cameras.<\/p>\n

However, rather than trying to generate an equipment list yourself, you could actually write up the answers to these questions and give that to your potential AV vendors instead. This allows them to choose the equipment they feel is best for your event and is also preferable to \u201ccutting and pasting\u201d your equipment needs from previous shows. It tells them a lot more about the type of event you\u2019re putting on\u2013quite a bit more than just an equipment list.[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"

[vc_row][vc_column][vc_column_text] How many presenters? Are there panels? Start with the basics of your agenda. Having a rough idea of how many presenters you\u2019re going to have over the course of the event is going to immediately start shaping your audiovisual needs. If your general session only has one presenter for the entire time, that\u2019s very […]<\/p>\n","protected":false},"author":1,"featured_media":685,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[6994],"tags":[],"_links":{"self":[{"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/posts\/683"}],"collection":[{"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/comments?post=683"}],"version-history":[{"count":4,"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/posts\/683\/revisions"}],"predecessor-version":[{"id":696,"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/posts\/683\/revisions\/696"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/media\/685"}],"wp:attachment":[{"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/media?parent=683"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/categories?post=683"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/demo.rentopian.com\/av\/wp-json\/wp\/v2\/tags?post=683"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}