AV Event Logistics: The Basics

When it comes to events, there’re so many logistical elements to consider, and sometimes it can seem like a challenge too big to tackle on your own. That’s where X3 come in. We’re here to help you cover off some of the most common audio visual logistics that could impact on your event.

Know Your Venue

When it comes to your venue, it is important to know its capabilities and what can be achieved within the space available; this will put you in an informed position and help you make an array of decisions related to your event, including those surrounding the AV production.

Talk to your venue and confirm what space is available for equipment, check if there are any restrictions on what equipment can be used. Identify whether there is adequate access to the venue for AV to be unloaded and bought in for set-up. At X3, we always suggest a site visit to selected event venues. We can ask the right questions and ensure we find out all we need to know, to plan an event’s AV with the specifications of your venue firmly in mind.

Set-Up and Break-down Timings

In an ideal world, you’d have days to set-up and break-down the audio visual production for your event, ensuring that every element is perfectly on point. Unfortunately, this is not always the case, and this is why timing has to be a crucial consideration in the planning of your event.

What if you only have a venue or access to a certain area of your venue for a limited time? You will need a professional AV team that can advise on what time is required to set-up and dismantle stages and sets, and who can deploy their expertise into the design of the production, to ensure its flexible enough to meet the timelines required. Even in the tightest of turnarounds, our team will be onsite, working quickly and confidently to deliver maximum visual and audio impact. Whatever the time restrictions, we plan meticulously and work to make sure quality of the production is never compromised.

Don’t Be Constrained By A Location

It’s only natural you want your audience to be able to see and hear all the content that has been created for your event, after all that’s why you’ve worked so hard to get them to attend. In instances where it may not be possible to accommodate all delegates in one area of your venue, live streaming across especially erected screens, with high quality outputs, can provide an effective solution.

Live streaming also offers you the opportunity to broadcast your event to a wider audience. Streaming can offer those who cannot physically attend the chance to watch your event content from wherever they are in the world. Incorporating such an element can be a great way to increase event engagement, and can also provide an additional revenue stream, if you decide to charge a fee for viewing.

Don’t let your target audience miss out on any of your carefully created and curated messaging; let them hear and see everything, even if they can’t get to the stage themselves.

Look Who’s Talking

With so many incredible effects that can be created with expert audio visual, it’s easy to sometimes overlook the AV basics. It’s essential to consider who will be speaking at your event and how. Will they be mobile, moving across the stage? Will there be a panel session? Is there a Q&A component to your event, that will involve multiple speakers and input from the audience? Thinking these details through from this offset, will ensure that the right microphone equipment can be selected to best suit the event format and used to optimise audio delivery and participation.

 

Let Us Take Care Of Your Audio Visual Production

Our team of audio visual experts will take care of all of the AV logistics related to the production of your event. This means you can relax and leave it down to us to make sure your event looks and sounds incredible. Let’s talk about your next project: Call +44(0)1252 519303 or send a message to info@x3solutions.co.uk to get started.

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