Audio-Visual Tips for Conferences and Meetings

The basic audio-visual requirements of any meeting and conference are pretty simple: a quality sound system and display equipment appropriate for the size of the audience and the venue. Your sound system rental company should be able to suggest suitable AV equipment choices that meet these needs.

Other than the sound system and projection gears, there are a few more things to consider. If your boss puts you in-charge for your next company product launching or event meeting, here are some tips on how to make it a remarkable and effective event.

1. Set the Stage Appropriately

The first thing to consider is the appearance of your stage. For meetings and company events, the stage doesn’t have to be big and overly decorated. Simply elevating the presenter a few inches above the ground level is enough to make them visible to the audience and gives the gathering a focal point. If you have found good audio visual equipment for rent it will be important to provide a good setting for it.

For an event that calls for audience involvement, a creative setting that allows everyone to comfortably move and socialize should be considered. Custom-made backdrops may look fancy, but simply blocking unnecessary background with a drape creates a minimalist and straightforward stage for your event.

2. Choose the Right Podium

Do not make the mistake of putting the presenter—or worse your boss—behind a hideous podium. Before the equipment is delivered, ask to see the podium included in your AV equipment rental to ensure that it’s appropriate for the affair.

A clear acrylic podium is a professional choice for company events and gives a friendlier look since the speaker isn’t visually separated from the audience. If the speaker is shorter than average, raise the podium or ask for a step for the presenter to use. The presenter should look and feel confident when on stage, and a few additional measurements will avoid awkward situations when the speaker steps up to deliver his speech.

3. Use Confidence Monitors

The presenter should be connecting with the audience, but this can be hard if the speaker needs to constantly look sideways on a screen rather than to the audience. One common solution many of us do is to bring the presentation laptop on the podium. However, the laptop blocks the presenter and requires him to constantly look down at the presentation rather than out to the audience.

The professional solution for this is to add two large confidence monitors at the edge of the stage, play the presentation from these monitors and have it remotely controlled by the speaker with a handheld clicker. This way, it’s easier for the speaker to see the presentation as he looks up into the crowd.

4. Know Your AV Technicians

If you will be working with more than one AV technician, know what each technician will be in charge of during the event. Since your event calls for a PA system rental, your AV technicians will likely include the following staff:

• Monitor Engineer – this staff controls what the presenters see and hear via the monitor system and usually works at the backstage.
• Audio Assistants – for smaller events, one audio assistant is enough. For larger ones, three to four assistant may be necessary. They are the people responsible for setting up and breaking down of AV equipment, as well as plug connect cables and replace components when needed.
• Front of House (FOH) Engineer – they control the audio for the audience, and are typically stationed behind the audience or in front of the stage.

5. Communicate With the Speakers

Ask the speakers about their specific audio-visual needs to ensure that their presentation works as they planned it to be. Also, make sure that the sound system rental company in Singapore is able to provide the speakers’ needs. Vocalize the needs of your event early on during the planning process. You and your PA system rental provider can refer to the following reminders during the installation of equipment:

• Are there wireless microphones in case of hands-free demos?
• Is there microphone stand set-up on the floor to allow attendees to speak or ask questions after every presentation?
• Does the sound system feature a mono or stereo sound?
• Are there VGA and HDMI connections available for presenters who may need them?
• How many audio sources can the event use? How many power outlets can be used and where are they located?
• Is there connection for different devices, such as Macbook, iPad and PC?
• Are the adapters compatible with the power outlets of the venue and equipment used?

These are some of the critical questions to answer as early as possible to avoid last-minute glitches.

6. Don’t Hesitate to Ask Questions

You should always feel comfortable and safe with your AV equipment rental company. You should trust your AV technician’s recommendations, suggestions and advices for your event—after all, that’s what these professionals are paid for, right?

However, if you have questions or concerns about their decisions, don’t hesitate to ask. Although you’re so used to being in charge, there’s no need to be ashamed in admitting your limitations and asking questions, especially when it comes to crucial and intricate matters of audio-visual production. If you can’t understand what your technician is trying to say, do not pretend that you do. Ask further, so your technician will be able to address your concerns in a more understandable way.

Planning for the PA system rental for company meetings is pretty straightforward. Since the event is likely more on presentations and speeches rather than music and entertainment, less sophisticated AV equipment would be enough. As long as you work with the right rental company in Singapore and consider the needs of the speakers and presenters, you will surely impress your boss for organizing a smooth-sailing company event.

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