AV Hire for Conferences: 4 Tips to Help Your Special Event Run Smoothly

09.01.2019 / By JAMES HUNTER
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Your audio visual equipment can make or break the event, so it’s important to use an experienced and professional company that specialises in AV hire for conferences to make sure everything’s taken care of.

On conference day, the last thing you want to worry about is how your AV system is doing. As you sit down to go over the planning that goes into every conference, read our four tips that will help your special event be a spectacular hit.

1. If You Fail to Prepare, Be Prepared to Fail

A successful conference is all in the planning. We understand that things can go awry, but your audio visual equipment is a vital component of a well-planned event. When planning out the schedule, think of all the things you may need — sound system; different types of microphones; projector; TV screens; lighting; video conferencing; lecterns, etc. You will want to ask your guest speakers what equipment they will need for their presentations, as well.

2. Have All the Equipment You Need for the Event

Since you planned everything to the last detail, you now have a comprehensive list of all the audio visual equipment you need for your event. Make sure the conference AV hire company you work with gets this list and has everything available. The last thing you want is to be missing an important piece of equipment for your event. This includes different types of computer adaptors and cords, which are often forgotten. There’s nothing worse than to have a speaker show up with a computer that they can’t use because you don’t have the right cord for the projector. As a backup plan, you may want to ask your speakers to bring their presentations on a USB stick as well.

If you don’t know what equipment you need, don’t worry! We can help you make a list and make sure nothing is forgotten on your big day. Just get in touch and we can have a chat about your event and requirements.

3. Have a Dedicated Team Experienced with Audio Visual Hire

When you are organising your event team or volunteers, make sure you have a few people (depending on how many rooms are used for your conference) who will work exclusively with the AV hire equipment. Explain to your dedicated staff the schedule of events and make sure a person is present in each room at least fifteen to thirty minutes before the start of the program. They will help coordinate any audio and visual needs the guest speaker has, so the presentation can run smoothly and start on time. It can make you look unprofessional if a guest speaker arrives in the room and finds no one is there to help them get set up.

4. Trust Your AV Hire Company

If you hire an experienced AV company, remember that they know what they are doing. As an event organiser, you may be tempted to micromanage aspects of the event to ensure everything goes perfectly, but you can relax when it comes to your AV equipment. If you’ve followed all the steps above, you are guaranteed to have a successful conference.

JAMES HUNTER

About the Author

James Hunter is a business technology graduate with 15 years experience in running full service audio visual businesses. His company Status Audio Visual also incorporates Directional Audio, the experts in directional sound.

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