#eventpeeps

Ask an LD what do you call a stage with no lights?  He will tell you “radio”.  What do you call a stage with no audio?  An audio engineer will call it “silent theatre”.  Lastly, if you asked a video engineer why do sounds engineers always say "mic check 1, 2."  Well we don’t even need to go there.  The point is each component of your event’s AV is uniquely specialized.  Understanding how they impact and effect each other will make you a better event planner. Lastly, understanding how to work with an AV partner that can provide one inclusive technology solution will result in a better experience for your attendees and big cost savings for you.

  Is audio always the most important?

The answer is yes, sort of.  When viewing content, audio makes up 50% of the message, lighting and video make up the other half.  If your audience can’t hear the message then it won’t matter if they are listening or not.  There is never a good reason for insufficient audio coverage. Having bad audio at an event sends a very loud message to the audience and can render the show pointless. 

  Do I really need all those lights?

In short, yes you do.  Lighting effects the video elements of your show, the event’s atmosphere and can cue your audience for key parts of the event.  There is a reason why environments like offices and entertainment venues “feel” different.  Lighting design is a major component of live events; the right lighting can make an event.  The wrong lighting can ruin your video content, make speakers look like zombies and distract your audience from the message.  Creating an immersive experience with lighting can be used to make a venue feel intimate, spacious, exciting or relaxing.  Too many lights can be costly, create rigging troubles and even effect placement of audio speakers.  Master lighting design with your AV provider and it will your chance to shine.

  Is one camera good enough?  

1. Use the venue event managers:  Whether you are at a venue repeatedly or it’s your first event, there is a group of people who attend events at that venue everyday.  Often times your event managers experience in the venue space is the best advice you can get.  Ping them for what works really well in the space and encourage them to speak up when your production starts getting in uncharted territories.  Be open minded going into venues and let the venue work for you, instead of trying to force your event in the space.  The venue staff’s experience is a big key to successful AV.

2. Let the creators be creative:  Many times with AV productions, clients have specific visions of how their event should look, specifying lights, video and scenic items.  What clients are trying to ask for is a specific feeling or vibe.  Lean on the production and AV companies and their technical directors, lighting designers and audio engineers.  They are creative problem solvers that have built careers by doing more with less.   These creative types have found ways to get the look and feel they needed with tight turnarounds, limited budgets and impossible clients.  If anyone is going to have a solution it will be the TD’s, LD’s and Audio engineers.

3. Let your budget dictate the AV and the event:  I have seen countless events where the clients start planning an event asking for a $500,000.00 production and on a $50,000.00 budget.  This mind set means that nothing short of finding a company that can deliver $500,000 for $50,000 will make this event work. Ask any event planner, you don’t want to find yourself at an event load-in hoping your discount AV company is going to deliver as promised.  Instead, use your AV company to deliver the best products and service for your budget. Since AV is usually the first budget on the event to get cut, make sure it’s on your radar from event inception and during the venue selection process.  Planning AV at inception will save costs on executing the AV for the largest and smallest event.

4. Know your weakness:  This plays in to the first three tips.  If you are the type of person who doesn't speak the AV lingo make sure who know someone who does or work with a team that speaks in a language you understand.  Chances are if you were as well versed in AV as the AV company you hire, you’d be working for an AV company and not planning events.  Make sure to ask clarifying questions about timelines, technologies and areas of redundancy.  Never assume that your AV company knows what is the key element that has to go 100% perfect.   If something still doesn't make sense keep asking until it does.  Learning more about AV will make your events better and more cost effective.