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The easiest ways for your event to reach all corners of the country…or globe!

Want to reach more people at your next event?

Your event doesn’t need to be confined to the walls of your event space. Using the right tools and technology, you can grow your next event so that it reaches people all across the country… and even the world!

The trick is to get people involved and engaged online. Here’s how to do it.

Choose the right webcast technology

Running a webcast of your event is the perfect way to encourage people who are unable to attend your event in person to get involved. Webcast technology can be incorporated into your event plan from the very beginning of your planning process. To make sure your online guests feel involved on the day, prioritise your webcast just as you would prioritise choosing your event space, organising your seating plan and planning your guest list. To really embrace your online guests on they day, consider having your MC and speakers address them directly.

A great AV team like AVPartners will use state-of-the-art technology to put the guest experience first. AVPartners will also step you through the planning process and ensure that your webcast is set up in a way that allows people from anywhere in the world to attend.

Use live polling

Live polling is a great way to engage with your online audience on the day of your event. It can be used during your Q&A session or anytime throughout the event to keep your guests from around the country and globe interested and involved.

Use an event app

Using an event app can strengthen the involvement and engagement of your online event guests. Apps like Whova and Grupio can keep your attendees up-to-date with your event agenda and special event announcements. Some apps even offer surveys and contests to engage online attendees as well as networking capabilities to help your online guests socialise with each other.

Create an event hashtag

Using a hashtag is a simple way to encourage online conversation about your event. A hashtag that is exclusive to your event can help you to build brand awareness with the people that matter by igniting discussion about your event across social media.

Make an event video

Using the right video technology can really bring your event to life online. By choosing a team of experts to create your event video, you can build a buzz around your brand and build anticipation for the next time your event is held. Sharing an event video online is also a great way to display the experience of your event with people in other cities and countries.

Share your event on social media

Social media is the perfect tool to create a buzz before, after and during your event. Social media is global in nature so using it gives you the ability to reach people far and wide. Leading up to the event, social media can be used to share content that builds anticipation for the event to attract online attendees. Posting live video snippets and images during the event is a great way to include people online. Sharing some highlights after the event is a great way to build buzz for the next time you run your event.

Contact us today to set up video and webcast technology at your next event.

How poor sound quality can affect your event

What is an event without sound?

Whether it’s in the form of music, speeches, presentations or more, sound is a crucial part to any event. It’s what informs, educates, and entertains your guests; evoking emotion, cause and action. Without it, you would struggle to get your event message across clearly to your guests.

Microphone mishaps, audio delays, or broken sound are just a few of the sound issues that can occur, and have the ability to make or break your event.

So, how can poor sound quality affect your event?

Your guests

Your guests come to your event expecting to be impressed, so it’s a real let down when things like audio fail to meet their expectations. Poor audio can leave them feeling underwhelmed, and can also give them a negative impression of your business, brand, or event purpose.

Your business or brand

With poor audio, your event message may not have had the desired effect or cut-through with your guests, which can make the whole event feel like a waste of time and resources. It can make you appear under prepared and unprofessional which means that guests will be hesitant to do business with you in future.  

Your team

When people work with you at events – be that employees, volunteers, suppliers, sponsors or vendors – they are putting their faith in you and expect a good outcome. When that doesn’t happen, it can actually make them look bad and hurt their reputation, even if they had nothing to do with the issue.

Your future events

If people weren’t impressed at your last event, it’s unlikely they’ll return to the next one. They may even spread the word about how unimpressed they were which means other people may not attend who weren’t even directly affected by the last event!  

Bottom line is – the result of poor sound quality at your event can have lasting effects.

So, how can you ensure that the sound at your next event is without fault?

Hire a professional audiovisual (AV) team

Without the right expertise, things can and do go wrong. A knowledgeable and experienced AV technician knows how to get the balance right to ensure sound is clear, consistent and at the right volume. They’re also on hand to organise, manage, and control it throughout the entire event.

A great AV technician will make adjustments on their sound board to smooth out variations and distribute a more consistent level of sound from speaker to speaker, or song to song, as your event progresses. They can also tune the sound to combat any complications in the acoustics of the event space and amplify the output signal from the speaker to the loudspeakers at the right volume for your audience.

Hiring an in-house AV team, such as AVPartners, can be a fantastic option as in-house teams know their venues well, can offer you a wealth of knowledge and experience, and can tailor audio options to suit your event.

Contact us today to discuss the sound at your next event.

The benefits of live streaming your event

Live streaming has become a bit of a craze lately. If Facebook Live, Youtube live stream and Twitter live video are anything to go by, people seem to love experiencing things online in real time. The capability of live streaming has become hugely popular in recent years, especially for events that attract global attention. Live streaming offers people the opportunity to experience events, even if they can’t be there in person.

Perhaps you’ve considered live streaming your event, but you’re not entirely sure if it’s the right thing to do. Maybe you’ve thought, “Well, it could be great exposure, but then again who will purchase a ticket if it’s going to be live streamed for free?” This is a very sensible question to ask. Although there are many benefits to live streaming events, it’s important to consider whether it is right for your event. Some events thrive on exclusivity. Keeping an event exclusive might help with setting ticket prices, selling tickets, or attracting thought leaders. These events might benefit from being kept intimate instead of being live streamed. But for many events, especially ones that have an objective of broadcasting information or selling a certain product or service, live streaming can be greatly beneficial. Here’s why.

Maximise your exposure

Live streaming, especially via social media can help build exposure for your event. Your event can be live streamed to your social media audience, but it can also reach a larger audience if the content is shared and interacted with online. Live videos tend to attract more online engagement compared with other types of content. They incite a sense of urgency, compelling people to watch. When you share your live stream to social media, you also have the option of running ads in order to reach an even wider audience.

Use data to improve your events

When you live stream your event, it gives you the opportunity to learn more about your audience through online data. Bringing your event online can help you gather important information about who your audience is and what they like (or dislike) about your event. Whether you’re live streaming on your website or social platforms, you have access to data on who is engaging with your content. This information can help you make improvements on your event next time around.

Provide a channel of communication for your audience

If you’re broadcasting your event on social media, your live stream will give your event goers and online audience a platform to interact with you while the event is running. It gives them the opportunity to ask important questions about keynote speakers, products being launched or whether there are follow up events.

When you’re live streaming a corporate event, it’s important to get it right. The last thing you want is a major disruption or delay in the audio or video. When you do it yourself there are many risks involved that can disrupt the smooth running of your event. Make sure to hire a professional audiovisual team to do all the hard work so that you don’t have to. At AVPartners we have the right technology and expertise  to broadcast your event so that you can rest assured that it’s done the right way.

Talk to us today to discuss how to live stream your next event.

How to hold an engaging panel discussion at your next event

A panel discussion is a great way to bring together influential speakers at an event to offer their advice, stories, and expertise to the event attendees. The audience is given a chance to ask thought-provoking questions and get different perspectives in real time. Panel discussions are a great inclusion to many events, however they do require a bit of planning to ensure success.

Here’s what you need to know to hold an engaging panel discussion at your next event:

Mix up your panelists

To ensure you have adequate diversity in your panel, make sure to include people with various opinions, backgrounds, industries, specialisations, ages, and experiences. This will mean your audience can benefit from a range of knowledge, and it also means your panelists won’t be competing with one another.

Choose an engaging moderator

A moderator is an important part of a panel discussion. They will introduce each speaker, ask questions and direct attention to certain people or topics. The moderator keeps the discussion on track and flowing, so it’s best to choose wisely. Ideally you want someone who can get the most out of the panelists while having a little fun with the audience.

Get prepared

It’s a good idea to prepare early and choose panel questions well ahead of schedule, giving each panelist time to prepare their answers. Make sure the moderator and panelists have input, this will make them feel valued during the process.

Set the stage

Generally speaking, panel discussions are on a stage with panelists seated on a lounge or chairs facing the audience. It’s best practice to not have them sit behind a desk as it can cut off the open flow of communication. It’s a good idea to check with your AV provider about what AV is required, such as spotlight lighting, fixed desktop microphones, lapel microphones or a shared wireless microphone that can be passed along to each speaker. At AVPartners we have an exciting ‘Question & Answer’ product called Catchbox. It’s the world’s first ‘soft throwable microphone’, allowing easy and fun audience participation, discussion and most importantly, encouraging engagement.

Using a reputable AV provider will ensure the panelists are successfully seen and heard, and that their messages are conveyed effectively to the audience.

Contact us today to start planning your panel discussion!

How to promote your event

Promoting your event is one of the most important factors for success. Without getting the promotion of your event right, even the most interesting and well planned events won’t be successful. Promotion is what sells tickets, increases brand and event awareness, and builds excitement.

Ultimately, you want to attract people to your event, and the best way to do so is to spread the word far and wide. These days, technology can play a big part in that, and is an extremely useful marketing tool for event planners.

As with any marketing activity, you’ll want to make sure you have given yourself enough time prior to the event to promote and advertise it. Depending on your event type, you might even start a year in advance!

To help, we’ve put together some ways to promote your event:

Social media

Social media is now a must for any event. There are many ways to promote your event by engaging with your audience and targeting your message to interested parties, through strategic paid and unpaid social media campaigns.  

Online and offline advertising

Online advertising is a great way to promote events as highly targeted ads can achieve a great return on investment. Offline advertising through certain magazines, newspapers, or even mail box leaflet drops is also a good option.

Media and publicity

A media campaign can be a great way to gain coverage for your event, driving further awareness. This approach can work well for trade shows, markets and festivals.

Local signage

Depending on the type of event and location, you may find that signs and banners, even digital signage, placed locally around the event area will spark some interest.

Website

It’s also a great idea to have a designated section of your website for your events or give the event its own website. This will assist anyone looking for more information and will also improve your SEO so people can find you through Google.

The venue

When you’ve chosen and booked the venue for the event, they may be able to start promoting your event on their website and social media channels too, along with promotions within their venue such as posters or flyers. Make sure you cover all bases when researching venues, such as catering options, venue size, and audiovisual capabilities.

At AVPartners we take great pride in hosting events of all types and sizes; using lighting, audio, and visual technology to take events to the next level! Contact us today to chat about your next event.

Is a seminar the type of event your business needs?

Seminars are one of the most common type of events. Educational in nature, seminars bring together like-minded people to learn about a particular subject. A seminar is a more formal event, focused on training or information sharing, offered in an academic instruction-style setting. They differ from more informal events such as conferences where opinions and thoughts are shared more readily and informally.

They are also usually shorter in length than other similar events. Seminars are a great means of building brand awareness and thought leadership for your business.

What do seminars involve?

Seminars usually feature one or more experts on the subject matter who, with the help of visual aids, demonstrations, and interactive equipment, present their information with little participation required from attendees.

A few of the common seminar types you may come across include business, personal development, and academic seminars. Seminars may also be held as part of a conference.

Where are seminars held?

Seminars are usually held in hotel meeting spaces, conference rooms, convention centres or at an academic institution.

What equipment is required?

Like any great event, seminars tend to rely heavily on audiovisual aids, which assist the presenters or trainers in communicating their knowledge to attendees. A great AV provider will offer a combination of visual slides, staging, lighting, styling, microphones and speakers to ensure the seminar message is conveyed successfully.

AVPartners has the knowledge, creativity and technology to make any seminar successful! Contact us today to discuss your seminar needs.

Microphone on a table

Top tips for clear audio at your event

Audio is one of the most important, yet often overlooked, elements at an event. Any issues with audio at an event can leave guests with a negative impression, and make you or your business appear unprofessional or unprepared.

For clear audio at an event, you’ll want to ensure announcements are audible in an open space, or that presentations or music can be heard both at the front and back of the room.

Here are our tips to ensure your audio is clear:

A little goes a long way

You don’t need to overdo the volume or audio effects to make a great impact on guests. If there are changing parts to a presentation, such as a shift between speaking, music or video, make sure the volumes are set and that you won’t shock your audience by a sudden increase in decibels.

Match the right tool for the job

Just as you wouldn’t eat cereal with a fork, you need to use the correct microphone or speaker for the job. Microphones and speakers all have their own qualities that make them best suited to particular sounds or presentation settings.

Make sure presenters know how to use their microphone

With the many variants of microphones available, it’s important to give your presenter a quick intro to the one they will be using, so they’re aware of it’s capabilities and how they should best handle it. For example, a presenter may need to wear a lapel microphone and as such they will need to be advised not to create excess noise through their clothing covering or coming into contact with the microphone.

Ensure you have qualified technicians at the soundboard

Audio at an event is not just a ‘set and forget’ type of support, it needs qualified technicians to organise, manage, and control it throughout the entire event. Hiring an in-house AV team, such as AVPartners, can be a fantastic option as in-house teams know their venues well, can offer you a wealth of knowledge and experience, and tailor audio and lighting options to suit your event.

To find out about the best ways to use audio at your next event, speak to us today!

Conference break out session

3 things to consider when planning a conference

Conferences are great for bringing a large group of people together to discuss and learn about certain topics. They are sometimes held over a few days, or even just within a few hours. Either way, there’s always plenty to think about when planning one.

Here are our top three things to consider when planning a conference:

Venue

Conferences tend to be larger scale events, so it’s a good idea to research venues that will cater to your needs in terms of size, amenities and style. You might need separate rooms or sections for break out sessions, or just one big hall to present in. Make sure the venue is appropriate for your conference, that it speaks to the style and theme you want to present, and that it is convenient enough for guests to get to by car or public transport.

Sponsors

Having sponsors who pay to feature at your conference can really help with costs. You might have a few different sponsorship options and levels available, or just one or two main ones, and sponsors may be granted exclusivity or a chance to present at the conference. It’s entirely up to you and the needs of your conference when determining how deep the sponsorship relationship goes, but don’t be too shy when seeking sponsorship income as sponsors can be a huge support during this time.

Audiovisual support

A great conference relies on great AV support. Work out what you need in terms of AV – such as microphones, lighting, staging, monitors, teleconferencing capabilities, or video access for virtual attendees. Many venues have an in-house AV team, such as AVPartners, and are able to make your conference AV needs for sound, lighting and audio smooth and professional!

If you’d like some more information on planning your next conference, contact us today!

Event trends

Event trends you need to know about

Are you planning to hold an event next year? If so, you’re probably hoping that it’s an interesting and engaging one, and that everyone has a great time. One thing to consider when it comes to planning interesting events is what is ‘on trend’ at the time.

There are so many unique ways to impress your guests and give them a talking point during and after your event.

Here are our favourite event trends for 2017:

Creative catering

Unique catering is a great way to stand out and impress, and you can also use it to brand your event. Elements such as signature cocktails using your brand’s colours, or desserts with edible rice paper logos or messages on top, are interesting ways to get creative with catering.

The extreme dessert trend is likely to continue into 2017, with dessert walls (think donuts and Nutella) becoming part of the decor!

Personalisation

People want more than the standard cookie-cutter event, so they’re looking for more personalised options when they scout their venues and plan their events. The possibilities for personalisation are endless, with more simple things such as personalised email or app communications to guests through to more complex data driven elements such as tailoring events to the individual based on their reactions on social media.

According to a study by Eventsforce, personalisation is a key priority for 82% of event planners, with 97% saying they believe that event personalisation can change a guests perception of your brand or event.

Audiovisual technology also plays a huge part in personalisation of events. Lighting effects, colours and staging options can all contribute to a more tailored event. At AVPartners we pride ourselves on fully understanding our client’s event and design briefs so that we can deliver on a completely unique and successful event.

Digital interaction

More and more we are seeing that event planners are embracing digital channels to reduce costs, to be more environmentally conscious and to better engage guests. There are so many interesting ways to deliver information at your event digitally rather than expecting guests to take notes constantly or handing out paper. Examples include leveraging an event app, providing a digital handout via files made available on a USB or having notes delivered by email.

Video content

We all keep hearing that video is the future, and in 2017 we will see a greater role for video at events. One example of where video is being used effectively is through the live-streaming of events. This is where an event is filmed and delivered to online viewers in real time, so that they don’t miss out and can be part of the action as it unfolds. Usually this footage can then be packaged up and shared on a business’ website or social media, or used in-house.

It’s important to note that you don’t need to go overboard with event elements to create an impact. Choosing just one or two ideas and exploring how they can meet your business and event needs will be enough to impress.

Talk to us to start planning your 2017 events!

Top tips for improving presentations at your events

Presentations at events are commonplace, and are held for various reasons. You might be presenting awards at an award show, giving a speech thanking donors at a charity event, or speaking to your guests about the upcoming direction of your organisation.

Whatever the reason or desired outcome, the basics of presentations are the same – be as prepared and as engaging as possible. However, what has changed over time, is the ways you can take your presentations to the next level, and really impress your audience.

Here are our top tips for improving presentations at your events:

Include imagery and video

A picture is worth a thousand words, so if possible, include some photos, graphs or illustrations to support your words. Imagery is a great way to explain your point, or provide extra information. Bonus points if you want to include short video clips too! To read more about the importance of including content in your presentation, check out our article on how to create standout presentation content.

Be clear and concise

It seems obvious, but along with being prepared for your presentation, ensure that what you are saying needs to be said, and that you’re saying it in the best way for your audience to hear and digest. A great presentation will be the perfect combination of concise information delivered with the right tone and manner that encourages audience engagement.

Be aware of your audience

Be aware of who is listening to you, and what they might need to better understand you – are they elderly and would appreciate a slower pace, or are they your employees who you can be more casual and fun with? Tailor your approach as needed.

Set the mood

The instant you are in front of people, you are giving an impression and setting the mood, so decide how you want to be seen. You can also use your surroundings to help support your presentation. For example, using modern lighting techniques such as flooding the room with a certain colour scheme while you present, or using a spotlight to follow you on stage.

Have fun!

Everyone loves to be entertained, so injecting some humour into your presentation will help people loosen up and become engaged with what you have to say – after all, they won’t want to miss the next laugh! You can use imagery within a presentation to lighten the mood, or just pure banter – the possibilities are endless.

To start preparing for your next presentation, and really impress your audience, contact us today!