Installed Audiovisual Systems at the Venue: What to Consider
Installed Audiovisual Systems at the Venue: What to Consider
It might seem appealing to use the venue as a one stop shop – food and beverage, rentals and linens…and audiovisual. Your venue might even offer you a discount for using their installed equipment. But before you sign that contract, consider these three things to avoid surprises on event day.
System Capabilities
The first, and arguably most important, question to ask yourself is: Is this system capable of achieving the tasks that my event requires? Not all equipment is created equal and permanent installations come with their own set of limitations. Perhaps you have a keynote speaker, but the audio system was designed only to support music for a cocktail party. Maybe the screens that are installed aren’t oriented appropriately for the layout of the room that your group requires. Or possibly, your event space is configured with airwalls and you will lack the ability to control all aspects of your audiovisual elements. In addition to the possibility of the equipment just not being the right fit for your event, it’s also possible that it’s simply outdated technology or was installed incorrectly.
Be sure to consult an audiovisual professional who can answer these questions for you and provide guidance about limitations or advantages of the installed audiovisual system. Perhaps there are ways to boost or supplement the venue’s installed equipment that will meet your event requirements and budget. A trusted audiovisual production partner can review your event program with you and ensure that you have everything you need for a successful event.
Staff & Technicians
The next question to ask yourself is: Will there be a professional on site who is adept at the technology on which we’re relying? It’s your event and you’ve got a job to do, so will you have time to read instruction manuals or spend time on the phone with tech support? Is your audiovisual knowledge sufficient enough to track down inputs and outputs or to decipher between different basic items such as varying computer port options? Something as simple as having a widescreen PowerPoint on an old square screen can effect the perception of preparedness. Subtle things such as video frame rates and aspect ratios from international presenters can cause unforeseen consequences. A thin margin separates failed events from successful ones, so don’t leave anything to chance – be sure to have knowledgeable audiovisual team on site to solve these problems for you or eliminate them to begin with.
On Site Problems
Another question you should ask yourself is: What if something goes wrong?
The reality of live event production is that things can go wrong, from a presenter who wants to add last minute content to possible equipment failure. Unfortunately, technology is inherently flawed and can fail. That is why, despite testing our equipment regularly and thoroughly, EBI utilizes redundancy of important equipment in our event productions. But in the case of installed audiovisual systems, what are your options if something fails? If you are using an audiovisual production partner to supplement the venue’s audiovisual system, who is responsible for what in the event of failure? These are important questions to consider in advance of your event, so open a dialogue with your trusted audiovisual production team and with the venue to have responsibilities communicated and a plan in place for a successful event.