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Jill Stone

Your Meeting Matchmaker Fairy Godmother

Woe is A/V: Audio Visual Advice

in: Event Planning Advice Technology

audio visual

As it’s been said before’ “Technology is great . . . when it works.” When it stops working it can make or break an event. Here are some common audio visual issues that can be avoided or at least minimized.

Size Does Matter: Especially when it comes to screens. Too small a screen and the audience will miss out, too big and they’ll feel overwhelmed. The screen should be easily seen, should be at an ideal height for the audience and their sight line and if draped, make sure the drape is not covering any part of the screen.

Always wait for Back Up: Extra batteries, extra projector bulb, extra cords, extra mics and an extra copy or easily accessible copy of the presentation(s) are must have items. Also, be sure to include any necessary connectors or adaptors, check in with the speaker to make sure they have what they need in order to properly present.

Video or No: If at all possible, no. Video within a presentation is a well-known culprit for creating delays and frustration, many times the video just refuses to play.

Proof Positive: Make sure to proof speakers’ presentation beforehand to check for any grammar mistakes or misspellings. Also, check that the text is large enough to be seen by the audience.

Keep Updated: To ensure all runs well from a laptop, make sure that all software has been updated.

Feedback Foes: Yikes on audio feedback! Make sure your speaker is aware of their “stage boundaries” so as not to wonder into feedback territory. Also, the audio techs need time before the event to ensure the audio is as it should be.

Wires Crossed: Wireless mics are great; here are some must-knows, in order to forgo wireless woes. Be aware of the distance between mic and receivers; work with other speakers in the house to ensure that all are on different frequencies and definitely have back up mics. Keep in mind that metal interferes with transmission, so if your speaker is Mr. T, he may need to calm down on the jewelry 😉

Power Surge: Ensure the A/V team knows what can and cannot be handled power-wise, in order to avoid any blackouts.

Think Light: Make sure the A/V team has thought through the correct lighting for your particular event. For example, if the presentation is being taped, there will need to be plenty of light on the speaker; reconcile the audience in the room, with the potential future audience watching via video.

In Charge: Anything that needs to be charged, should definitely be charged ahead of time.

May these easy tips keep all A/V woes at bay, meeting planner!

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