Anyone who has ever planned an event, whether it be a birthday party with kids or a sprawling trade show, knows how much work goes into making the event a success. From guest lists to entertainment, every detail counts. For corporate events, the pressure is greater still: with the spectacular setup, high-profile artists, and stunning venues, it’s becoming in vogue, and that makes the need to pull out all the stops very important.
But to really impress an occasion, you need more than refreshments, drinks, and a stellar lineup-you need a memorable audio-visual experience. Sure, basic house lights and a tiny PA might suffice for the tepid gatherings, but if you really want to hit it out of the park, upgrading your A/V setup is vital. Here’s how you could level up your next corporate event and ensure everything goes without a glitch.
Know Your Event Needs Inside and Out
Start off by nailing down every single requirement for your event. Make a very thorough, detailed list that encompasses everything you’ll need-from a full audio system to specialized lighting. Many corporate events have one large central space in which keynote sessions are held, along with smaller rooms for breakout meetings. Each room will have its own unique audio and visual setup, so plan accordingly.
Every speaker or presenter will have different needs: some may require a wireless microphone, while others will suffice with the podium setup. For visual aids like PowerPoint presentations or any videos, screens and projectors may be required. Present these specifics to your presenters to avoid any last-minute surprises. For larger groups, you can have the need to make sure the sound reaches every corner of the room from the very first row to the very back.
Know Your Venue Like the Back of Your Hand
Every venue is different. Some will have fully state-of-the-art A/V systems, and some will have old or insufficient systems. The only way to really know for sure is to see it for yourself. First, find out what A/V equipment they can provide and then check it out for condition. If it’s acceptable, wonderful-cross that off the list of things you have to take care of. If not, you’ll have to make other arrangements.
Request a stage plot or technical map so you know where power outlets, sound cabling, and internet connections are. You should also want to confirm how reliable the Wi-Fi is in the venue: Will it support the demands of your guests? Is it secure? If your event incorporates more sophisticated lighting and stage setups, you want to know if the venue has the appropriate rigging to support them and if obstructions, such as very low ceilings, interfere with your plans.
Also, check out the acoustics: If you plan on having live music or a DJ, the quality of sound depends on the sound conditioning of the room.
DIY A/V? Plan Thoroughly
If you or your staff are responsible for the A/V production, make sure you have everything you need. First, check your need list against what the venue provides. Then, obtain everything else.
The easiest way to obtain all the equipment and machines you need for your event is by partnering with a reputable A/V rental company. Depending on your needs, the best companies will offer everything from high-quality audio systems and lighting to whatever stage setup and speaker rentals may be required. The more experienced rental companies will also assist in helping you determine just what you will need for a particular event. Many offer delivery and setup services to ensure everything runs smoothly on the day of the event.
Not an A/V Expert? Hire One
If A/V production isn’t your big talent, then save yourself the agita and hire a company that specializes in event production. Managing A/V for a large event can be daunting, and it is well worth the investment to hire professionals who will handle the task with aplomb. They know how to troubleshoot rapidly and can prevent little problems from becoming great big disasters.
It also makes it even easier to communicate with a professional. They may be your one-stop contact for all A/V-related needs, sparing you and your team for more important aspects of the event. If a presenter shows up with technical requirements that you hadn’t expected, an experienced A/V technician can solve the problem on the spot-something that would be much harder for someone with no A/V experience.
Be Prepared-know when to ask for help.
While corporate events have their set of challenges, you can make the experience far less stressful if you prepare yourself well and know when to bring in the pros. Whether you just want to rent audio equipment, lighting, or speaker systems, or full-scale production services, collaborating with a knowledgeable company in Los Angeles like On-Stage Rentals will ensure that your event will be nothing short of spectacular.