Getting The AV Setup Right For Your Event With Multiple Presenters
When it comes to event planning, AV is something that fails to get the kind of attention it deserves. Many people are more concerned with the quality of catering or the subject of the whole event. However, AV presentations can have a very positive or very negative effect on your event depending on the execution.
Audio Visual setups usually require some technical know-how. Perhaps this is why most event organizers would rather look away and let the experts handle it. However, events with multiple presenters require more attention to avoid fatal mistakes.
Know the Power Requirements
AV equipment can be very power hungry. If more than one presenter is using AV equipment at the same time, the power requirements of the system can be immense. Be sure to know the power requirements of the equipment that you'll be using at the event.
Where there'll be more than one presenter in concurrent sessions, assess the individual rooms being used and the equipment that will be used in each room. You will likely need less power for a breakout room than in the room hosting the general session.
Know the Needs of Each Individual Speaker
Speakers have different needs in a presentation. Some presenters may not have any slides or video content to show the audience, while others may have videos. Some may need a video that will only be accessible on the internet. Some presenters will need a pointing device, such as a mouse, and others may need a confidence monitor.
All the different requirements of the different speakers need to be taken into account when the equipment is being set up. It would be a shame to bring in the last presenter only to realize there is something important to their presentation that is unavailable.
Know the Venue
Certain rooms will be more suited to certain presentations compared to others. Avenues may have speaker-ready rooms, and you may want to save this for a particular presenter. Some rooms in the venue may be too close to each other, and this can cause interference among speakers during their presentations.
When you know the venue well enough including issues such as acoustics and lighting, it's easier to decide the best AV equipment to set up in different rooms. Ideally, you should be working with an AV service expert to ensure that you understand the needs of the venue properly and choose the right setup.