Tag Archive for: audiovisual

How the right AV team can be the difference between a good or bad event

Audiovisual technology can add a special something to your event. Whether you use lighting elements to create atmosphere in the room, or require a stage to be set up with microphones and speakers, a good AV team will have you covered.

That’s not to say that sometimes, things just happen that are out of anyone’s control, like a lightning strike resulting in a power outage. But for the majority of events, choosing the right AV team can make a world of difference to your event outcome.

So, how do you choose the right AV team?

Focus on your event goals

A good AV team doesn’t just run the audiovisual components smoothly. They help you add value and drive engagement to maximise your results and increase excitement for your next event.

Figure out the message you want to send out at your event, and the impression you want your guests to walk away with. Sit down with your AV team and discuss all ideas and options. A good AV team will be able to help you visualise the event and all elements.

Also ask your AV team any questions you may have, as this will give you a good indication as to their level of skills and passion. The right team will be able to explain the features and benefits for different audiovisual elements, and help you to make decisions. If you ask questions that they can’t or won’t answer, that might be a red flag for you.

Get techy

Ensure that your AV team have the right technology. For example, a lot of events now incorporate access for virtual attendees, or you may need multiple cameras on a stage. Make sure they are experienced to handle a variety of technologies.

Build trust

The relationship between you and your AV team is extremely valuable to your event. You want a professional team who has seen it all, who are experienced and who you can trust with your event.

Make sure that your AV team has a solid reputation and that they have your best interests in mind.

While all events are different, the overall theme of people coming together to share an experience is something to be celebrated. Contact us today to find out how we can make a difference at your next event.

How to improve brand exposure at your event

Regardless of the type of business you are in, holding an event can be a great way to improve brand awareness and get some attention on your message. Whether it’s a holiday party, an awards night, a launch or a fundraiser, holding an event gives you personal interaction with your guests and can work wonders for brand exposure.

Here are some ideas on how you can improve brand exposure at your next event:

Use subtle brand placement

From having your logo printed on napkins, to making special drinks with you brand colours, to using lighting techniques to blanket the room in your brand colours, the options for brand exposure and a unique event experience are endless.

Give guests a gift

You might want to offer a promotional bag for guests to take home with them, as these branded gifts can be a great way to say thank you and leave your guests feeling spoilt by your brand.

Create an event website

You don’t necessarily need a specific website for your event depending on its size, but you should at least have a dedicated event page on your website that is updated regularly. Not only will this ensure that people have the most up-to-date information regarding the event, but a decent webpage can speak volumes when it comes to brand perception. You can also use the page for photos after the event.

Use social media and an event hashtag

You can use your social media channels leading up to, during, and after the event to create a buzz, build brand exposure and keep the excitement going.
Before the event, use social media to tell people about the exciting things they can expect at the event. During the event you can post updates and photos, and afterwards you can use it to keep your event’s message and your brand in front of people. Creating an event hashtag is important so that you can engage people, and if they are searching for your event, they can find all posts under that hashtag, for example #AVPfundraiser2016
Incorporate audiovisual technology

There are so many different ways you can use audiovisual technology to increase your event’s wow-factor. At AVPartners, we can use lighting techniques to project patterns or your logo on the walls and floor, along with using your brand colours in a variety of ways.

You could also have a digital social media screen where your guest’s social media posts get chosen to appear on the screen. This encourages people to post more social media updates at the event in the hope that their post will be shown.

Have an event photographer

Having a photographer at the event is a no-brainer, as you will want to have the guests and their enjoyment captured. You can add the photos to the event’s website or page, and this will encourage people to visit the website after the event to see the photos of themselves. If you allow them to download the photo, you could have it watermarked with your logo so they can remember your brand positively.

If you’d like us to help build your brand exposure at your next event, contact us today!

How long does it take to plan an event?

Planning events takes a lot of organisation, effort and time. It’s best to start as early as possible and give yourself a checklist so you don’t miss important elements. Lists and spreadsheets will become your best friends. Always make sure you have contingency plans in place for things like unexpected weather or a speaker not being able to present.

Below is a general timeline of some common event tasks that may help you plan your next event. Remember that every event is different, even those held at the same venue, so it’s important to work out a plan that suits your needs.

6-12 months before the event

  • Establish the event goals and objectives
  • Select a date and choose a venue
  • Get cost estimates and create a budget
  • Identify speakers and/or entertainers
  • Seek out and contact sponsors or partners for the event

3-6 months before the event

  • Promote the event through the appropriate channels; for e.g. social media, radio, TV, newspapers
  • Establish the audiovisual plan and equipment needed with your AV provider
  • Finalise arrangements for speakers and/or entertainers
  • Confirm if the venue requires any permits and confirm access for guests such as parking

2 months before the event

  • Send reminders to the attendee list
  • Follow up with sponsors or event partners
  • Release announcements about VIPs or keynote speakers to the media

1 week before the event

  • Do a final registration check of names
  • Brief your team and volunteers about their event duties
  • Finalise the seating plan
  • Inform the caterer of final numbers
  • Make copies of any speeches, videos or presentations
  • Identify where photo opps and interview opportunities will be

1 day before the event

  • Ensure all signage is in place
  • Do an audiovisual test
  • Ensure registration and guest tables are prepared or decorated
  • Ensure all promotional items or gifts are on site

The day of the event

  • Have copies of all important documents, phone numbers, information and seating charts for the event team
  • Ensure the event is running to plan and manage any issues as they arise
  • Enjoy the event and the work you have put into it!

After the event

  • Send thank you notes or emails to attendees and sponsors
  • Post event photos on social media
  • Conduct a post event evaluation to assess the event’s success against your initial goals and objectives

Your event will be much more complex than this snapshot alone. We recommend creating a project plan to ensure transparency on all tasks and to ensure they are completed on time.

Need advice on the timing of AV or staging tasks for your event? Contact us.

Predictions for event trends in 2016

Wish you knew what was around the corner for event planning? The next big thing to captivate your guests?

While there is no magic ball to tell us the future, we can offer some insight into what lies ahead in the events industry, based on what is happening around the world and emerging technologies.

Some of our predictions for event trends in 2016 are:

An increased use of event apps – while event apps aren’t new technology, they have been building momentum and clients have seen the overwhelming benefit of their use with attendees.

Virtual reality & augmented reality – this includes the use of 360 degree video and photos for mobile devices; really wowing attendees!

iBeacon technology and wearables – smart watches, wrist bands, name badges, smart goggles/glasses and lanyards will become a bigger part of events.

Bespoke pop-up concept events – this refers to customised events created for unique locations.

“Experience” based events – creating unique memorable experiences to engage audiences will become more popular this year.

A shift to mobile devices instead of laptops – this makes event communication much more portable and accessible.

Periscope app – this app is a live streaming video platform for mobile devices and integrates with social media platforms such as Twitter.

LED video wall panels – again not new technology, however we will see an increased demand in LED video wall panels for screen content and virtual backdrop effects.

How to hold an outdoor event

The warmer weather is upon us and that means one thing – outdoor events! Outdoor events provide a unique backdrop and freshness for your event. You can get really creative when leveraging the character of the outdoors and you usually have a lot more space to work with than when planning an indoor event.

However, while exciting, the outdoors does present a new set of challenges when it comes to planning and executing a successful event. Here are some of our tips so you can get the most out of the open-air event experience:

Make sure your event is suitable for the outdoors – not every event will work outside, such as a lengthy seminar, so don’t just hold it outside for the sake of it. Is vision required for the dinner, some outdoor venues may be difficult to use a projector and screen due to wind, consider LCD screens or an LED wall.

Choose a venue or location – consider if the venue or location is already equipped for events. Consider whether there are amenities, access to power or any undercover areas, and also how easy it will be to get in and out of the area for loading in and out. Also, if needed, make sure you get permits and check for noise restrictions.

Ensure the comfort of guests – consider where guests will sit, how easy it will be to access drinks, food and any amenities, and if it is likely to be a hot summer’s day, what shade will you provide? If it is a cooler night event, can the venue provide gas heaters?

Organise the lighting and sound – just because an event is outdoors, doesn’t mean you have to miss out on any of the lighting and sound effects available to indoor events. Not only should you have lights for safety, to mark pathways or exits, but you can also get creative with event lighting and sound. Often, lighting can be complement or replace decorations.  Sound sets an ambience that guests will be talking about for weeks to come! The important thing is to work with an AV provider with experience working on outdoor events. They will understand how to mix sound in an outdoor space, what technology to use and which lighting effects to choose. For night events it is also important to consider general area wash, will there be enough light for people to see? How will it be evenly distributed over the venue and will it set the ambiance you desire?

Check for pests – it’s always a good idea to make sure you know what pests could be around the area, and if needed, organise a pest exterminator prior to the event.

Watch the weather – have a backup plan in case the weather turns on the day of the event, and also keep an eye on the wind, making sure to secure anything loose. It is likely the wet weather call will need to be made early in the day. It may be sunny at the time but with a forecast for storms. With enough time an experienced event team will likely be able to transform an indoor venue to a similar style. If you leave the call until mid afternoon there is only so much they have the time to do.

Outdoor events are a fantastic option and present guests with a change of scenery from what they are used to.

Need help with the AV at your outdoor event? Contact us.

How to hold an ‘immersive’ event

Immersive events are those which ‘immerse’ event attendees as deep into the event as possible, creating an atmosphere so far away from everyday life that they forget all else around them and are fully present in your event, moment to moment.

Here are our top ideas for achieving an immersive event:

Leverage technology

There are some great technological advances available these days that really give the wow factor. Speak to your AV specialist about how you can incorporate digital elements, lighting and sound to create a 360 experience.

Take advantage of social media

Most social networks have the capacity for ‘live’ coverage. You can invite attendees to use certain hashtags for the event and have a projection screen broadcasting tweets, posts or updates from people at the event. This gets people involved – sharing on social media and creating a bit of a buzz – ensuring your event is noticed before, during and after its debut.

Ask the audience

Surveying your attendees while at your event is a great way to drive involvement and feedback while they are immersed in the experience and can express their feelings in real time.

Include hybrid elements

Hybrid elements at your event combine virtual and live components, reaching people not only live at your event but online as well.

Change up the scenery

Holding the event at a ‘never before held’ location or venue or using audiovisual elements to create a whole new look and feel will definitely wow your attendees and hold their attention.

Surprise your attendees

Step outside of the ordinary and shake things up a little to give your event a unique feel. For example, you could consider incorporating photo booths, circus entertainers, or themed cocktails.

Ultimately, people want to be involved rather than be just a spectator at your event, and these options will give them a chance to do so. Immersive events are a great way to engage and excite all participants and can really make your events stand out.

Tips for hosting a gala dinner

Gala dinners can be one of the best ways to gain support for your organisation and cause. They usually include dinner, entertainment, dancing, raffles, and silent and live auctions. While they require a huge amount of planning, they are so effective in raising awareness, fundraising and presenting your organisation and cause in a professional light.

Here are some of our tips for hosting a successful gala dinner.

Define the Event’s Purpose

Outlining the purpose of the event and what you hope to achieve will give everyone involved a clear picture of what’s ahead and keep people focused on the desired outcomes.

Set your Budget

You should determine a budget before the planning begins. Include all possible financial considerations, such as venue costs, food and beverage, entertainment, audio visual equipment and support, advertising, and prizes and items to be auctioned. Hopefully some of these things can be donated or discounted, but it’s good to budget in for some contingencies.

Identify your Fundraising Methods

Selling tickets to the gala dinner is a great way to raise money for your cause, but that usually won’t give you the most profit, so finding other ways to fundraise is necessary.

Some of these other options could include holding a raffle, a live or silent auction, selling advertising opportunities, and selling sponsorships or corporate tables. Depending on the event you could even have games that require a ‘pay to play’.

Decide on the Venue and Theme

The environment and atmosphere of your event should be welcoming and allow people to socialise or network freely. Choose a venue which will be inviting and impressive for guests.

By selecting a theme for the event, for example ‘striving for excellence’, you can set out your vision or goal for the event. This will bring all activities together cohesively and set the tone.  A theme will also inform your decorating styling choices, entertainment, lighting and audiovisual elements, menu selection and activities. It’s important that everything flows together to create a visually stunning environment, after all, you want this to be a night to remember!

Get the right AV Technical Support

Work with a reliable, creative and experienced AV provider.  You want access to quality equipment and dedicated people to help you deliver a spectacular event. Your AV provider can provide audiovisual, innovative design and styling, support to create that magical atmosphere for your guests.

Activities and Entertainment

A successful gala dinner includes suitable and on theme entertainment and activities designed to raise money. It’s good to make sure guests have time and space to mingle, but you should also consider how you will maintain the energy of the atmosphere and the interest of guests throughout the night. A dance floor and games with small prizes are great for involvement.

Marketing and Advertising

It’s so important to put the word out about your event throughout the community. Reach out to the local newspaper, TV stations and radio stations for pre-event coverage, and use social media where appropriate. You may even be able to use these avenues for seeking sponsorships and donations.

Interested to hear more about how AVPartners can help wow your gala dinner guests? Talk to us today.

Take your event to the next level with event styling

Event styling is one of the most impactful and cost-effective ways to add that wow factor to your event. At AVPartners we’ve helped create nearly every event theme or style you can think of – from the Oscars, to Great Gatsby, Moulin Rouge, Masquerade and many more.

Event styling incorporates furniture, decor, centrepieces and table layout, props, audiovisual and digital elements. It takes your guests on a journey, showcasing your theme, your branding and your ideas.

You want to make sure that your event is hitting the mark and delivering your desired event message to your guests. How can you be sure that your event will do this successfully?

Begin by confirming the reason for the event, and why you are gathering together. This is the message you want to get across. Think about the power of your message and how you can convey this to your guests.

Next you will want to look at what new, fresh ideas are available for your event, to impress, inspire and connect your guests. These days, event styling and theming draws heavily on technical production with content displayed on digital screens, unique lighting and other audiovisual elements creating a dynamic, immersive experience.

By combining traditional styling with bespoke ideas, themes and modern, digital options your event can really make an impact.

This article originally appeared at Business Events News.

How to avoid Death by PowerPoint

Remember the last time you viewed a PowerPoint presentation? Was it engaging and inspiring or did it leave you feeling bored – eyes glazed over and counting the seconds until it was over? This is known as the dreaded Death by PowerPoint.

PowerPoint can be a fantastic presentation tool, but it is only a tool. The presenter makes or breaks the presentation! There are some classic mistakes presenters make which can lead to Death by PowerPoint.

These include putting too much information on slides, using poor images and fonts and reading directly from slides instead of engaging the audience with stories and ideas.

As a presenter, there are many varied ways to add some zing to your PowerPoint presentation to help your audience stay focused and interested.

Know your message – Consider your message and the reason for your presentation. What do you hope to inform others of? What is there to gain from it, or what do you want people to do with the information you present? Remember that you know your topic inside out, but this may be the first time your audience has ever thought about this matter. Make sure your message and presentation objectives are clear.

Make a good first impression – Make sure the first slide is attention-grabbing and on topic. Your presentation needs to stand out and be different from the start to pique interest.

Leverage visuals – Use visuals that make sense for the presentation subject and that can support your points. This can include graphs, infographics and photos. Often images are more memorable and interesting so will drive audience engagement. It is important, however, not to overdo it. Unrelated images will distract and confuse your audience and gimmicky animations can become distracting and seem unprofessional.

Know that less is more – Use fewer words on your slides and use bullet points where appropriate. This will allow your audience to quickly read and digest your words which makes a bigger impact than if they have to read lines of text.

Cut the number of slides – You want the content of your presentation to support what you’re saying, not act as a script, so use fewer slides and incorporate more discussions and ideas into your presentation.

Get funny and personal – Present your information with personal stories and humour to keep people interested. Stay on topic but keep it light where possible.

Involve your audience – Keep your audience engaged by asking them questions, undertaking polls or breaking into groups for discussions.

Talk to AVPartners today about how to take your next presentation from good to great.

What is a gobo?

Do you want to add that something special to your next event? Gobos are one of the most striking, versatile yet affordable lighting options.

A gobo is essentially a stencil cut out of glass or metal, that is then positioned between a spotlight and the area you want lit, creating a unique projected shape. The gobo can be made to project patterns, text, logos, and other special effects, which makes them a great option for promoting brands and products.

The projected imagery can be projected onto almost any surface, such as the dance floor, the stage or a prepared backdrop – instantly decorating and lighting the surface, transforming the space and promoting your event’s message.

Using gobos can help draw attention to an area of your event, highlight your brand, for sponsor recognition or to share a specific message. For example, gobos can be used at weddings to project bride and groom’s names or alternatively just their initials onto the dance floor or behind a bridal table.

However, they are more than just a decoration or improvement to the event setting. Because of the flexibility in design and impressive visual elements, they really help to set a mood and atmosphere at your event, which gives guests an even better experience and leaves them with a lasting impression of your message.

This article originally appeared at Business Events News.