Audiovisual Hacks For Your Next Event

It’s always the little things that trip up even the most experienced meeting planner. We want to help make sure the little things stay little so you can focus on the big thing… your event!

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Don’t skimp on show flow and presentation basics.

Even if your General Session is smaller or “unscripted”, you should have a general idea of how presentations will flow from start to finish.

At a minimum, you should identify each speaker that will take the podium, and how much time will be allotted for their presentation. Be sure they are aware of their time. No one wants to show up with 30 minutes of content only to find that they have 20 minutes to complete it.

Don't Forget Your Fonts

Be sure that you and your audiovisual partner have installed your approved fonts on all editing and presentation devices.

You'll want presentation fonts to be larger than size 12, and keep graphs with extreme detail to a minimum.

Nothing Is One-Size-Fits-All

Remember that Projection and LED screens are not created equal. Each will require a different aspect ratio. For example, a 16:9 PowerPoint Presentation would need to be converted to a different size for an LED Wall due to the slight differences in panel widths and height. This is especially true when using ultra-wide surfaces.

AVmedia Project Managers can provide you with the correct aspect ratios and pixel counts to help you format your media. We also have a creative team that can help you design your PowerPoint and Video Presentations!

Even if you have a separate graphics team creating your content, you should review it with your production partner no less than 3 weeks before the show with to guarantee that what you created will work optimally on the palette provided.

Breakouts Are Important Too

Remember, what happens in the breakout rooms is where a lot of your ROI will be realized so don’t treat them as an afterthought. Ask all of your presenters if they have audio in their presentations. Make a point to let your audiovisual partner know if any presentations include audio so they can have the proper equipment in the room.

It's best to use a good fast-fold projector screen or even LED screens for your breakouts. Visual fatigue can set in if the image is warped or not very bright, which will affect how much content is absorbed by your attendees over time.

Don’t let the little things bog you down. Pay attention to those small details as they can make the difference between a successful event or a big waste of money!

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