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Mastering Visual Excellence

A Guide to Video and Projection Planning for Live Events 


In the dynamic world of live events, the visual component is equally crucial in captivating the audience. From choosing the right projection equipment to coordinating video elements seamlessly, every detail matters. In this blog, we'll explore the essential aspects of planning video and projection to ensure your live event delivers a visually stunning experience. 


The Visual Elements:   



  1. Venue and Projection Equipment: The choice of venue influences the selection of projection equipment. Consider factors like room size, ambient lighting, and the desired visual impact. High-quality projectors and screens or LED walls are essential for delivering sharp and vibrant visuals. 

  2. Aspect Ratios and Screen Resolutions: Understanding aspect ratios and screen resolutions is fundamental to achieving a visually pleasing display. Match the aspect ratio of your content to the native resolution of the projector or LED to avoid distortion and ensure a crisp presentation. 


3. Content Mapping and

Coordination: Plan the content

mapping meticulously to align

with the venue's architecture.

Coordinate with content creators

to ensure seamless transitions

and synchronization between

different video elements. This

ensures a cohesive and

immersive visual experience. 


4. Real-Time Content Control: Having real-time control over video content is

crucial. This capability allows for on-the-fly adjustments, ensuring that the

visual elements align perfectly with the live event's flow. 


5. Communication for Visual Team: Clear communication channels among

the visual team are vital for seamless execution. Ensure that everyone

involved in the video and projection setup understands their roles and

responsibilities, from content creators to technicians. 


Behind the Scenes:  Who makes it all happen? 



  1. V1 Role (Lead Visual Engineer): The lead visual engineer, or V1, oversees the entire visual setup, ensuring that projection elements align with the creative vision of the event. 


2. V2 Role: The V2 role supports the lead engineer, managing content cues,

and troubleshooting any visual issues that may arise. 


3. Projectionist:  Plans and leads the setup up of all projection equipment to

ensure proper focusing and seamless blending is achieved daily

(Environmental conditions such as AC units and humidity will affect

projection systems, so re-focusing and blending daily is recommended).  


4. LED Technician:  LED walls (whether hung or ground supported) are not like

projectors and screens. LED Technicians ensure proper and safe setup of this

amazing (and bright) tehnology! 


5. Record Technicians:  To ensure your content is being recorded properly,

constant monitoring is recommended…don’t skimp on this position…it can

mean the difference between a clean audio and visual recording and a bad

one.   


6. Content Playback Technicians:  Having all of your media properly cued up

and played without delays during your show is important…so, don’t forget to

include a Playback Technician! 


7. PowerPoint/Graphics Technician:  Like your Content Technician, this role

organizes all presentations and ensures they are ready for every presenter. 

They can even make minor edits during rehearsals should your presenter

have a change.    


8. Content Creator/Designer: Responsible for crafting visually compelling

content such as PowerPoint & Keynote designs as well as other show graphic

or scenic elements that align with the event's theme and enhances the

overall visual experience. 


Mastering video and projection planning for live events requires careful consideration of venue, equipment, content, and coordination among the visual team. By paying attention to these key aspects, you can create a visually stunning and immersive experience that complements the audio and lighting elements, leaving a lasting impact on your audience. 




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