Our 11 Point Checklist
Your quick 11 point checklist for AV
There are many factors when it comes to AV tech during your event. It's important as event producers to remember that AV is also a part of the overall picture. I am sure that a portion of you have seen these issues at one time or another. We have gathered a list of 11 “uh-ohs” that you should watch out for.
Understand your Aspect Ratio for your equipment and content
Each setup is different. Most traditional screens are either 16:9 or 4:3. Of course there are other configurations but it's important to make sure your AV provider is chatting with your content or PowerPoint creators and graphics teams. This will avoid the old problem of those pesky black bars on either side of your video image called “Pillars” This is called “Letter-boxing” your content.
Don't assume your power is included with your venue
Make sure you chat with your AV provider on power needs. As well as all of your vendors. The venue will charge you based on how much you need. They might even need to sub-rent additional power sources to make sure your event has the correct “Juice” Last minute changes in power can add a TON of money to your budget and throw it all out the window.
Understanding how many video inputs you will need.
Make sure you count how many video inputs you will need for your event. PowerPoint laptops, video playback, camera inputs and so forth all count as inputs. Make sure your AV provider has this information so they can bring the right type of equipment with them to make your event a success.
Understanding how many audio inputs you will need.
Audio inputs are just as important but a little easier to determine, or is it? You need to count how many guest speakers will be on stage so you can determine how many microphones you will need. Or how many wireless microphones that you will need. Have a band on-stage? Chat with the band manager and get their “Input List” so you can make sure your AV Provider knows this. Don't forget to also count the video sources as well. The last thing you want to do is have your client show up with a PowerPoint presentation and have embedded audio in the presentation and you have no way of hearing the audio on that beautiful sounding PA system that you ordered from your AV company…
Check for rigging points otherwise you might be ground supporting your rig
When you first walk into your venue, make sure you look up. Yes, look up. It's important to make sure you have all the correct rigging points to hang equipment from for your event. Its also important to have a trusted and credible AV partner with you to make sure that the rigging points are safe and up to code in order to hold the equipment load that you will need for your event. Rigging points are not just for hanging Audio and Video equipment. You might need these rigging points for other venue signage, displays and other vendors hanging equipment.
Look further than In House AV!
This is a big one. In house AV have a great reputation for making sure that the hotel interests are being met. Usually they have a contract and you can negotiate out it almost every time. Don't be afraid to look past these basic services so you have a company that help make your big dream a reality. Many times the hotels will receive a commission from these in house AV providers that is up-charged and passed directly to you . Keep that money in the budget and use it some other important parts of the event.
Setup and tear down
Setup and tear down...sometimes this gets rushed on either side. Make sure you work with your AV provider so you know how long it will take for your event equipment to get set up, tested and prepared for your rehearsals. It takes time to get all the equipment in the building and set up but remember it takes time to tear it all down too. Make sure you have this time allocated in the production schedule. You can always shave days off at the end, but it's much harder to add days when your venue has a quick turn and they are rushing to get you out of the building.
Cutting Minor Costs to save Budget
Budget is a very important part to any event. Sometimes there are budget cuts that you have no control over. Don't cut so many of the little things in the AV budget to get the price where you need it to be. Cutting these small things can sometimes have damaging effects on your event. Work with your AV provider and share the challenges with them. Most of the time they are left in the dark to why and they might even have a solution that will work while still maintaining the quality of your event.
Skimping on audio
Audio is the most important part of your AV package. Without a sound system your event will go from hero to zero in ten seconds flat. Every event requires a different level of audio reinforcement. Now if you have an event that has ten attendees well that's more like a meeting. Your event might have a smaller guest list and you don't need speakers or a stage, but what about background music? What about special announcements that your guests need to hear? These are all important questions that you need to ask yourself.
Staging and Decking
Stages come in so many shapes and sizes. Ask yourself what your stage needs are and make sure you ask your AV provider if they can provide stages. Its important to remember how large the stage needs to be. How high off the ground do you want the stage to be. If you have video cameras at your event you especially want to make sure your talent and entertainment is on a stage so your cameras don't capture the heads of your guests. It doesn't look good on screen when your special CEO guest sees his bald spot on the big projection screens.
Not counting how many Video Screen (Displays) that you will need.
There is a magic formula to determine how big of a screen you will need for your event. Now depending on the height of the ceiling (if your indoors) will limit on how big of a screen that you can get. So must think about delay displays, or downstage monitors so your speakers can see their presentation notes. Special use displays for artistic areas. or other displays to showcase times and event schedules or just to display special piece of content for your event. Make sure you discuss with your AV provider the importance of your display count AND display sizes for your event. It will make you or break you if your VIP guess cant see whats going on, on-stage.
There are many factors that you must remember in any event. Let Pixel Density help you. We take the worry out the AV plan so you can concentrate on the important stuff! Reach out to us at firstname.lastname@example.org and one of our Account Managers will work with you to make your event a success.