Whether it’s a corporate event, a workshop, or even a seminar, audio-visual production is key when it comes to a successful event. So, if you are hosting a seminar in the near future, then here is everything you need to know about AV rentals and AV production.

Conduct A Venue Assessment

Usually, with seminars, the venue can be quite different compared to a corporate meeting or a sit-down workshop. It can be big or small, depending on what the seminar is about, but mainly the things that will be included are a space to sit and a good quality, effective audio-visual system so that everyone can be able to see and hear everything clearly.

Well, if you are still on the hunt for the perfect venue, then this is the right time to conduct this test. You want to ensure that you’re going for a venue that has the perfect echo, the right room layout, and visibility so that even the smallest details can be seen by anyone and everyone.

This might sound like not a lot of work, but you’ll be surprised at how many venues lack these basic things. A seminar is all about the audio-visual aspect of things, so make sure that you’re doing everything you can to perfect this area.

Select High Quality Equipment

With audio and visual equipment, you always want to choose something that has better quality and results. In most cases, you can save money, but in AV production, you need everything to be the best of the best.

It will seriously impact your AV production in the best way and you’ll see the difference clear as day when you select quality equipment as opposed to when you go for cheap and knock-off versions. The voice and picture quality will be poles apart and when the AV production is good, then the seminar will automatically be a success.

Audio Needs To Be Perfect

This is something that you need to take care of until the last moment of seminar planning. If you want the AV production to be stellar and flawless, then you have to focus on the audio. The screech of the mic, the static when no one is talking, and the piercing noise that distracts the attendees are not what you want in a seminar, unless you want it to be a disaster.

So, you want to ensure that you’re testing the audio every single time and setting it up perfectly so that there aren’t any problems in the long run.

Clear Visuals

Now that the audio is out of the way, you also want to get the visual aspects of AV production down and perfect. The video is just as important as the audio in a seminar and if you want your seminar to be a success, when it comes to delivery and the overall flow, then you have to make sure that the visuals are near perfect too.

This means having good quality visual equipment, clear and crisp images and videos, and visibility are the three things that you have to pay attention to. Once those are done, everything else will fall into place. Prioritize clear visuals over event decor as people would be looking at screens most of the time.

Test, Test, And Test

Even though you might be done with the AV production, that doesn’t mean that your job is done. You have to conduct several – yes, several – tests to ensure that everything is perfect and that the equipment is working amazingly and is ready to take in the seminar in its glory.

This is a really important part of AV production and this is going to determine whether your seminar will go smoothly or not. If you’re constantly messing with wires during the seminar or trying to set something up at the last minute, then that is not a good look.

Spend On AV Production

You already know that good quality equipment is the ticket when it comes to AV production in seminars. Well, you might want to know that the AV production cost and setup is about 20% of the total event’s cost.

So, whatever your budget is for the event, you need to allocate 20% of it for the AV production and if you want everything to be good and smooth till the end, then you need to spend on quality equipment. This is the only part of the event where spending more is encouraged because the AV production is going to be the face of the seminar and you want it to have a lasting impact. This is why hiring a reputable event production company MD is important who will create an event plan from the concept to the execution.

Be On Time

AV production may seem like it can be done within a day, but in major events, it can take up to six months or even more to get everything set up. Luckily, since a seminar is not a theatrical production, you don’t need to spend six months setting up AV equipment and things like that.

But you definitely want everything to be set way before the seminar takes place. You will have enough time to check that everything is all set and good to go and if there are any problems, then you can fix them with a lot of time to spare.

Lighting Is Key

You might think that lighting has nothing to do with AV production, especially when hosting a seminar, but it does. If the lighting isn’t perfect, then it can throw off the entire AV production and it will be a mess.

Even the most high-quality equipment won’t be able to help you out if you don’t have a good light design. When you are concerned with the visuals, you want to ensure that you’re placing the lights in a way that will enhance the visibility, not ruin it. So, this is something you’ll need to go back and forth on.

Have Backup

Things can go wrong. Equipment can break down or you might have a broken wire issue that has reared its head right before the seminar. So, if you don’t have backups, then you’ll probably die due to the stress of it all.

Exaggeration aside, it will still be a pain in the neck and you don’t want that. This is why you want to ensure that you always keep backups. Never put your trust in equipment, because they are machines at the end of the day and they can break down, leaving your seminar in the dust.

Have A Technical Team

Having a technical team for a seminar will be a lifesaver. You might think that it is overkill, but it really isn’t. You need to have someone who is responsible for checking everything behind the scenes and ensuring that things are going smoothly and that the voice and visuals are perfect at all times – not too loud and not too low.

This is going to change the trajectory of your seminar and you will definitely love the results in the end.

Conclusion

These tips will certainly be helpful and not only will people be able to hear and see you clearly, but they will also interpret everything flawlessly, hence leading to a seminar well done. Consult audio visual rentals Maryland for creating a plan for the best seminar experience.