The Top 10 Things to make your Conference a success using AV
21 Oct 2017

The Top 10 Things to make your Conference a success using AV

With a bit of magic from AV you can easily add impact to your conference, more effectively engage with your attendees and increase the confidence of your Presenters.
This will result in YOU creating an event that people talk about for months and even years to come.  Here are our TOP TEN tips for running a successful Event using AV.

1.  Pre-Planning Saves You Time, Money and Stress
Quite often, AV is the last thing that an Event Organiser books!  Sometimes leaving it to a few days before the event.  But its dangerous!  Your AV supplier can come up with all sorts of ideas for you – to give your event that wow factor, save you money when designing your conference, 
  • Organise with your presentors for the  presentations to be tested and loaded onto a proper show Laptop (saving you time and disasters on the day!),
  • Designing a great set and staging for you with printed banners and branding instead of that blue felt set!   
  • Organise the best crew and technicans for your event (its difficult to do this if we are only given 2 days notice!)
By sharing your ideas for your vision and audio with your AV Team, it will make a huge difference to your budget and time. You will be able to convey your needs to us, and overcome issues early on, as opposed to having budget blowouts or making big compromises once the event has been planned.  
*It’s worth noting that in-venue AV may not be suitable for your event; get the specifics before making your decisions. Know your room size, room shape, ambient light, and audience size and what quality you are trying to convey.

2.         Operators Take Your Pain Away
Have you ever had a presenter turn up on the day of a conference with their presentation that they spent hours on but they did it on a MacBook and your laptop won't read it!  Or one of your key presenters speaks so quietly that her Microphone and the audience cant hear her and she is then followed by a very loud CEO.
All of these can damage your reputation as a company and damage your conference.
We recommend utilising the skills of an experienced Audio Visual Technician to operate the sound, vision and lighting for your conference. Having someone to rely on for all of your technical needs means you can concentrate on the coordination and management of your event. An operator provides peace of mind for you and your Presenters.
Operators can manage all the technical aspects of your conference, including seamless switching of visual content on-stage, controlling and managing the PA, mics, ambient music, and lighting control to name a few.
Having an operator means technical issues can be handled quickly and easily when they arise, and most importantly, greatly reduce any interruption to a presentation.

3. The Right Vision Makes Your Audience Happy
Nearly every conference includes some sort of visual content on a screen. It adds impact and engages the audience. So it’s important that your audience can see your screens, comfortably.
Things to consider for your screens:
  • What is the viewing distance relative to the size of the screen-Will the audience at the back of the room be able to read the detail on the screen?  Just ask as we have clever ratios to work this out for you!
  • Is the Projector bright enough?  Many projectors supplied by smaller venues provide very low-level light if you are in a brighter room or have a larger audience – this projector won't be suitable and so your audience is left not being able to read the screen.
  • Can the Projector deliver high-quality imagery?  If your presenters are playing videos or have nice coloured slides – will the Projector cope with this image and deliver a high enough quality.  Look at our Blog for more information on Which Projectors to use.
  • Is the Screen high enough?  The screen needs to be high enough over the audience heads and over the presenter's heads too!  Maybe some staging can lift your presenters and Screens.
  • Are there obstacles in the way?  Often these are forgotten when organising an event with everything else you have to worry about, but who wants to be sat behind a pillar with no view of the stage?  You can order plasma screens to relay what is on stage to those that are not in a perfect situation in the room.  At least that would save you swapping from that perfect Venue!
  • Does the Screen and Projector set the tone for your company image?   This might sound odd but if you are a large corporate company, you will need to run a very professional event, you have high profile attendees and you will need to impress.  An LED video wall will deliver higher quality results than a projector and screen and ensure your event looks highly professional.
 4.  Light Up The RoomConference rooms are notoriously bland, so how do you keep your audience engaged and excited in such an environment? You can easily add impact and mood to a bland room with additional lighting.
  • A small but important detail, the room goes dark, action, Lights! Where are the lights!  To have ambient lighting to wash the stage and small ambient low-level lighting around the room gives your event that extra luxurious touch. They don’t cost that much, just ask us for a quote, but once you have seen the difference this Event Lighting can make the difference!
Lighting can draw interest to where it needs to be, and mask out the bland areas. Entice your audience to want to stay and participate in your conference by creating a comfortable and interesting environment for them.

5. Filming your event can save you money whilst Web Streaming!Many conference organisers have realised if they want to save money, they can ensure a whole team of people can watch the Event without being there!   Saving money on travel, hotels and meals.  By Filming your event, you can ensure a whole group of people receive the training and information.
In addition, many companies are selling online attendance – Many of us spend money to watch Concerts in our local cinemas – so can you make money from filming your event and selling the online attendance at a lower price?
You AV Team can easily film, record the audio and web stream the whole conference. Share this later with your attendees, or sell it as an add-on product for those that couldn’t attend or even Live to Stream it around the world – it's easier that you think!
You have plenty of options and we can certainly help you sort this.
  • We have plenty of options for vision, which

6.  Helping your presenters find Comfort and Support.We can supply a ‘comfort monitor’, this is an angled screen that is positioned low and in front of the lectern, in front of the stage. This monitor allows your Presenter to keep a keen eye on the content being shown on the Projection Screen behind them without interrupting their presentation, or moving their head off the mic to discuss the content on the screen. It increases the level of control and confidence for your Presenters.
In addition supplying a Remote Clicker!  This will give your Presentor the ability to point with an infra-red light onto the screen to highlight something they are talking about and in addition, they can ‘click’ slides forward – very handy and very cheap to order!

7. Keep Focussed With A Countdown TimerIncluding a count down timer on stage will allow your Presenter to stay on track and keep to your tight schedule. We can easily display a countdown timer on a comfort monitor, and manage the timer from the Control Desk.   They do not cost that much, so it is worth including it – if you have 4 or more than 4 presenters in a day!

8.  Energise With Audio Stings
This is an audible introduction that is played as your Presenter enter the stage. It adds a level of pizzazz and energises the audience before a key presentation. There is a lot you can do with audio stings, which can be as simple as a musical sample, or take it up a notch with a mix of music, voice-over and soundbites.
Add a level of sophistication by pre-recording unique stings for each of your Presenters for both entering and leaving stage. Use a sound theme for all of your stings, and keep it consistent throughout the whole conference.

9.  Give The Audience A Voice
Audience interaction is becoming more and more prevalent. By adding a roving mic, or a fixed position audience mic, you can increase the level of engagement in your conference and keep those energy levels up.
You can also add voting panels – yes we’ve all watched ‘who wants to be a millionaire!’,  asking your audience to vote on a decision or what they prefer can wake them up, but also gather critical insight to your plans, ideas or research.
Many medical companies are using these voting panels to gather results from hundreds in the room.

10. Get Your Presenters Prepared with a Prep Room
Known as a Speakers’ Prep Room, these are the main stay of any professional conference. Having a Speakers’ Prep Room provides a central location for your VIP’s to relax and make the final touches to their presentations. Your Presenters will be able to get the technical aspects of their content organised with their Operator, and co-ordinate with your Conference Organiser.
Including multiple workstations, a comfortable and quiet work area, and a refreshment buffet will ensure your Presenters are calm and prepared.
 This is just a few ideas and only are Top Ten! But we have many more tips – that’s why we try to make it simple for you to organise an event and as take the stress away.  You can relax with us, you’re in good hands.