Mastering Visual Excellence

A Guide to Video and Projection Planning for Live Events 

In the dynamic world of live events, the visual component is a crucial part of captivating the audience. From choosing the right projection equipment to seamless coordination of video elements, every detail matters. Let's explore the essential aspects of planning video and projection to ensure your live event delivers a visually stunning experience. 

The Visual Elements:   

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 a great way to deliver sharp and vibrant visuals to your audience. 

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

Content Mapping and Coordination: 

Content mapping must be meticulously planned so that it properly aligns 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. 

Real-Time Content Control: Having real-time control over video content allows for on-the-fly adjustments to guarantee the visual elements completely match your live event's flow. 

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? 

V1: This is the lead visual engineer. The V1 oversees the entire visual setup, ensuring that projection elements coordinate with the creative vision of the event. 

V2: The V2 role supports the lead engineer by managing content cues and troubleshooting any visual issues that may arise. 

Projectionist: This is the setup planner and leader for all projection equipment. To constantly and consistently adapt to any environmental changes - such as an AC adjustment or changes in humidity - the projectionist is making sure proper focusing and seamless blending is achieved daily.

LED Technician:  LED walls are not like projectors and screens. LED Technicians ensure proper and safe setup of this amazing of your LED wall, tunnel, or display panel by panel.

Record Technicians: If you're planning to record your event or meeting, this position is necessary to keep a close eye on the audiovisual equipment during the process. Having a record technician takes the stress out of achieving a solid playback.

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! 

PowerPoint/Graphics Technician: Similar to a Content Playback Technician, this technician organizes all presentations and ensures they are ready for each presenter. They can even make minor edits during rehearsals should your presenter have a change.    

Content Creator/Designer: This role is responsible for crafting visually compelling content such as PowerPoint & Keynote designs, show graphics, and other scenic elements that match your 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. 

Let's create a visually stunning event together!