Holding any event nowadays means that you have to consider the impact of audiovisuals – even if it is not something you are filming yourself. Every event, no matter how small, will be attended by participants bringing smart phones and tablets capable of providing instant communication and images with people around the world. Merely looking at Facebook, Instagram, Pinterest will quickly reveal thousands of images from music festivals, exhibitions and events often as the event is actually underway. Even business users are not exempt – many will be taking pictures and sending back reports throughout a presentation. In general, most participants will have at least two or three internet enabled devices at hand during every event.
In addition, many events also utilise interactive voting pads and virtual reality technology. The situation is likely to become even more complex in future, as the next stages of the digital revolution is already present in the form of ‘point and shoot’ experiences in which participants utilise their device’s inbuilt camera and internet connections to take part in extended content. Companies like Google, Microsoft and Samsung are in the process of creating head mounted augmented reality displays, which can be used to develop immersive, interactive presentations.
The result is a potential nightmare for event organisers. The reliance on audiovisual equipment by participants means that the pressure on organisers to make sure that there are no technical hitches is becoming increasingly intensive. Failure of audiovisual connections could easily create havoc within seconds.
Preventing any such occurrence is absolutely essential. Talking to AV experts and getting them involved from the very beginning is crucial. They will be able to take a close look at your venue, advise on any potential network problems and whether the facilities involved will match your AV requirements. It is their specialist knowledge which will enable them to pin point potential problems such as not enough sockets, unexpected echoes, poor sound proofing, generators keeping inflatable structures upright or squeaky floorboards in a historic house. With advance knowledge, they can work out ways of dealing with these situations so that the success of your even is not compromised.
Allow plenty of time for the AV staff to set up before the event begins. This will allow them to deal with any last minute problems that might occur, check that every piece of equipment is working and bring in replacements if problems occur. The result will be worth it – events that go like clockwork, and meet every AV requirement.