LOGISTICAL CONSIDERATIONS TO IMPROVE YOUR EVENT AV PRODUCTION
Include event AV tech pieces in your run-of-show document.
Designate space for AV execution equipment and AV production team members.
AV TECHNOLOGY: MUCH MORE THAN JUST GEAR
As you’re planning your next event, your discussions will undoubtedly include your anticipated audiovisual (AV) technology needs.
After all, we live in a digital world. This means that your attendees won’t be satisfied with anything less than an impressive array of technology-driven experiences. So how can you satisfy your attendees’ high expectations and put on an unforgettable event? For starters, divide your desired event technology solutions into two categories in your event plan: AV equipment and AV production.
THE DIFFERENCE BETWEEN AV EQUIPMENT AND AV PRODUCTION
Why put AV equipment and AV production into separate buckets? Though both are AV-related, they’re not interchangeable.
AV equipment includes the physical items needed to deliver a rock-solid AV experience at your event. Because these items are tangible, they must be transported to your event. They’ll also need to have a physical “home” at your event.
AV production involves the processes required to realize your AV-related visions. The AV production experts onsite at your event will have the expertise to use your AV equipment to produce show-stopping moments. And they’ll follow an airtight AV production blueprint and timeline that’s detailed and time-bound.
With those differences in mind, let’s talk first about AV equipment.
COMMON TYPES OF AV EQUIPMENT FOR EVENTS
The vast number of AV equipment products on the market may surprise you. In fact, it’s easy to get a little overwhelmed by all the options. However, you can make your job a little simpler by creating an event AV equipment list that includes the most commonly used equipment.
Audio equipment
Regardless of the type of event you are planning, you’ll need a variety of audio equipment, including handheld microphones, lapel microphones, amplifiers, speakers, and recording devices. (That last one is particularly important if you’re going to offer hybrid sessions or make videos available to attendees after your event is finished.)
In addition to those pieces of audio equipment, you’ll want a mixer as well. A mixer helps manage and maintain appropriate audio levels, whether from a panel discussion or piped-in music during an after-hours cocktail networking session.
Video equipment
Video equipment is fairly straightforward and includes cameras, screens, monitors, and projection devices. If you haven’t considered adding video to your overall event plan, you may want to give it some thought. Strategically mounted video screens can be highly useful if you’re hosting a large event and want to project live video of your speakers onto them, so everyone in the room can see who’s speaking.
To seamlessly switch between video inputs during your event, you’ll need a video switcher. Video switchers make transitions between pre-recorded and live video seem natural rather than stilted.
Lighting and other digital equipment
In addition to standard AV equipment for your event, you will likely need lights. For instance, stage or flood lights can shine a spotlight on each presenter.Along with lighting, be sure to consider digital equipment such as kiosks or other LED or digital signage. Digital devices allow you to creatively showcase messages. They can also become areas of engagement and interactivity between you and your attendees.
Along with lighting, be sure to consider digital equipment such as kiosks or other LED or digital signage. Digital devices allow you to creatively showcase messages. They can also become areas of engagement and interactivity between you and your attendees.
Case in point: you can use digital tools to gather insights from everyone who attends your event (including vendors and other partners). The data can then be used to create a report on the success of your event and to inform your planning for future events.
AV EQUIPMENT CHECKLIST FOR CONFERENCES AND CORPORATE EVENTS
At this stage, it can be helpful to translate these categories into a practical checklist for planning. While your exact needs will vary depending on the size and scope of your event, most corporate events rely on a core set of AV components working together.
Audio equipment
Handheld and lapel microphones for presenters and audience interaction
Speakers and PA systems sized appropriately for the room
Audio mixer to balance multiple sound sources
Amplifiers for larger general sessions
Video equipment
LED video walls or projection screens for presentations and branding
Confidence monitors for speakers (the screens facing speakers showing their notes/timer)
Cameras to support live feed within the event space
Video switcher for smooth transitions between content
Lighting
Stage lighting to highlight speakers
Ambient lighting for overall visibility
Uplighting or accent lighting to support branding and atmosphere
Digital Displays and Engagement
Digital signage for wayfinding and messaging
LED displays for dynamic content
Interactive kiosks or touchpoints to enhance the attendee experience
Behind the scenes, all of these elements rely on proper setup, power distribution, and onsite execution to function as a cohesive system. Working with an experienced AV partner ensures each component is not only selected correctly, but also integrated and managed throughout your event.
HOW TO AFFORDABLY GET THE BEST AV TECHNOLOGY FOR EVENTS
At this point, you may be wondering how you’ll be able to get the best AV technology and equipment for your event. That’s where having an AV production services partner comes into the mix.
The right AV production partner will already have access to all the items on your desired event AV equipment list. In other words, your partner handles sourcing and logistics for AV equipment.
Another benefit of working with AV production professionals is that they’ll have a team ready to run all the AV equipment for your event. As a result, you never have to worry about sourcing, interviewing, and hiring AV contractors. That’s a huge weight off your shoulders, allowing you to focus on other areas of your event planning.
AV PRODUCTION TRENDS
Let’s say you’ve spent the upfront time talking about your AV equipment and you’ve found the right event technology partner. At this point, set up time to collaborate with your partner at regular intervals to make sure you’re on the right path with your planning.
As you move closer to your event, your meetings will help you take advantage of several trends happening in the event AV production world.
Trend 1: Event Technology is transforming the arrival and check-in experience
One of the biggest frustrations for event attendees is standing in long, disorganized lines. While check-in is often viewed as a logistical step, it’s actually a prime opportunity to create a strong impression, and AV technology plays a key role in shaping that experience.
For example, self-registration kiosks and on-demand badges can streamline the check-in process and reduce congestion. When paired with strategically placed displays, branded digital signage, and well-designed lighting, these touchpoints become part of a cohesive, AV-driven arrival experience. Instead of feeling purely transactional, check-in becomes the first fully produced moment of your event.
Tip: When working with your AV technology partner, map out the full arrival experience, not just where kiosks will live, but how screens, signage, and lighting will guide attendees through the space. A well-designed AV environment can improve flow, reduce friction, and set the tone for everything that follows.
Trend 2: Event planners are making keynote presentations more memorable with AV technology.
Ideally, your keynote speaker (and other presenters, moderators, emcees, panelists, and entertainers) will shine on their own. But adding some AV technology to their presentations won’t hurt.
In addition to having all the audio and visual equipment you’ll need to make sure they’re seen and heard (e.g., microphones, speakers, screens), brainstorm other tech elements that could increase the overall excitement and drama. From light shows to interactive or immersive elements, the AV technology on the market can win you some much-deserved accolades from amazed and delighted attendees.
Gamification is a huge trend in the event production space. And it’s popular for good reason: People are accustomed to interacting with their devices in gamified ways (e.g., taking quizzes, playing on apps). When those same mechanics are built into your event, participation feels natural, and engagement tends to follow. Plus, it adds a lighthearted element of competition and fun to your event.
Knowing this, challenge your event planning committee and your AV event technology partners to find opportunities to gamify aspects of your event. For instance, would it be possible for you to offer attendees the opportunity to see a real-time scoreboard or leaderboard based on how they answer trivia or how many vendors’ booths they attend? Gamifying your event in those ways helps it look and feel truly unique.
LOGISTICAL CONSIDERATIONS TO IMPROVE YOUR EVENT AV PRODUCTION
At this point, you’re hopefully getting excited about all the AV tech-related possibilities to choose from for your upcoming event. To bring those possibilities to life, be prepared to strategically determine how all the technology at your event will be executed. (This is part of the AV production piece that was previously mentioned.)
Below are some of the logistical elements that will be essential to improving the quality and consistency of your event tech production.
Include event AV tech pieces in your run-of-show document.
Every event has a “run-of-show” document that outlines what’s happening in each event space according to a predetermined timeline. Be certain to include event tech pieces in your run-of-show, such as the timing for playing music or projecting video onto a screen.
The more detailed your run-of-show is, the easier it will be for you and your event tech partner to follow.
Designate space for AV execution equipment and AV production team members.
Having a floor plan of every event space (including lobby and hallway areas) will be instrumental in your event planning. With a floor plan, you can sketch out exactly where you want to place your AV equipment and AV production personnel. Be sure to work with your AV partner to decide where to place cables, cords, etc.
Ultimately, your floor plan will serve as a blueprint for your event. You’ll be glad you spent time on the little details when your event turns out exactly as you pictured it would.
AV TECHNOLOGY: MUCH MORE THAN JUST GEAR
Event technology planning involves far more than just figuring out which AV gear will be helpful. It’s about creating a cohesive, end-to-end experience that attendees will remember. But it doesn’t have to be difficult or overwhelming if you have the right AV production services partner.
If you’re interested in making sure your next event is seamlessly planned and delivered, trust your event technology to SmartSource. With decades of experience, we’re ready to help you design a tech-forward event that delivers on every expectation and exceeds a few along the way.
