As a meeting planner, we’re faced with tough choices every day. From selecting venues to coordinating stakeholder travel, the details are endless.

Selecting an AV provider might be one of the biggest – and toughest – choices to make. The decision to stay in-house or to go with an outside vendor is a constant conundrum. With such fierce competition, it’s important to understand the value. 

In today’s blog post, we’re looking at the top benefits of using an in-house AV provider. 

Knowledge of the Venue  

Knowing you’re getting the most out of your space is imperative. When discussing your audio-visual needs, no one will know the space better than someone who lives and breathes it every day. From infrastructure to technology, chances are likely that your in-house AV team has already executed something similar before and is not only equipped to answer every question, but can help you get creative with event design and bring your exact vision to life.

One Contact 

In-house AV teams are strongly connected with the hotel venue team as a whole, meaning your event will be rooted in solid working relationships and good communication. Plus, an added benefit to having your team in-house is that there’s a single point of contact for you to manage. 

Imagine having a change to your plans. How much easier would it be just to contact your venue, knowing that they will take care of the rest? When you can limit how many participants you have in the chain, planning your event will be much easier and less stressful.

Fast Room Turnover 

One of the biggest advantages to having an AV team in-house is that most of the equipment is already installed: rigging points, projectors, etc. So, what does that mean for us planners? Rooms can be adjusted on the fly with little-to-no setup time, and your meeting (even if it has a strict agenda!) can run smoothly.  

For example, for events with a lot of breakout rooms or last-minute room usageit’s a lot easier for in-house teams to accommodate last-minute changes because they know the space. Outside AV companies have to coordinate separately with the venue.   

Sustainable 

When you think “in-house AV,” start thinking “sustainability.” You might not realize it, but by choosing an in-house AV vendor, your meeting’s carbon footprint is reduced. Venues that have their own provider are local and invest in energy-efficient technology. That means there’s no shipping, technician travel, per diem costs, and no personally-owned equipment malfunctioning during transport. As planners, we have enough things to worry about; damaged equipment during transportation should not be one of them.  

Conclusions 

With in-house AV, you’re signing up for a venue-supported, seamlessly aligned experience. Using an in-house supplier is convenient, efficient, and ultimately ensures a smoother, more impactful experience for your attendees as well. 

event planning

 

The job of an event planner has many opportunities for fun, sociability and creativity. While this may be true, a lot of little things go into event planning that are not noticed by those attending, but are crucial in making or breaking an event. If you’re new to event planning or have received the responsibility of putting together your company’s next meeting, we’re here to help ease some of your concerns. Whether you’re putting together a press conference, product launch, sales meeting, awards ceremony, or company-wide meeting, here’s a quick guide of the technical side of meeting planning, so you can focus on the fun stuff!

Sets:
When planning your event, whether it’s small-scale or large, having visual stimulation that compliments your company’s brand and makes a lasting impression is key. Think about creating a backdrop that draws attention to your speakers and looks great for photos. Custom sets are definitely a good option, depending on your time constraints. They help tie the theme of the event together and generate excitement amongst those attending.

Video:
Based on the nature of your event, video could be something required, or a great added plus. For pre-event promotion, on-site presentations and archived content, video serves a great purpose. Ensuring your videographer is of high quality and professionalism is important, as the after-experience is just as meaningful as what happens during the event. Having the option to choose from different digital video recording formats is helpful and saves you time after the event.

Lighting:
Lighting is one of the most important aspects of an event. To make speakers the main focal point, produce better-quality photos and videos, and create the right atmosphere, lighting is a main component. Having the choice of different lighting systems, from environmentally-friendly to coloured and moving options, set the tone for your event.

Webcasting:
Live events can be broadcasted to any corner of the world, and your audience reach can be that much bigger with webcasting. Keeping this in mind, choose a webcaster that can give you the optimal viewing capability for your needs, as you want your event to go smoothly for those seated in front of you, as well as those on a computer or mobile device.

Projection:
Projection is just as important as lighting when it comes to a live event. Your entire presentation must be visible to those in the audience, and having a projection screen that allows for maximum viewing is essential and can add great stimulation to the crowd. Think about graphics, animations, and video clips to ensure your message is put across in the best way possible.

Freeman Audio Visual Canada has all the solutions you need in order to pull off a fantastic event. Contact us for quotes, information, or ideas on how to create your best event yet.

microphone at an event

Whether you’re giving a talk to a few people, or a few hundred, presentations and public speaking can be nerve-wracking. The pressure to give a great presentation can be overwhelming; however, it is not just inexperienced speakers that are at risk for giving a dull presentation. Even seasoned public speakers can give boring, uninspiring talks.

Whether you’re nervous for an upcoming talk, or you’re an experienced speaker looking to better connect with your audience, consider the following tips:

Know your material

No matter how much planning you put into ensuring your presentation runs smoothly, sometimes unforeseen issues can arise. Maybe you forget your cue cards at home, or perhaps you forgot to bring along your visual aids. By knowing your material inside and out, you can get through a presentation no matter what issues may arise. This will also help you nail the question period at the end of your talk.

Move around!

If you’ve ever seen a truly captivating presentation, you may have noticed that the speaker made use of the entire stage. Sometimes you may be confined to a podium, but even by using simple hand gestures and eye contact effectively, you can significantly increase and maintain the attention of your audience.

Practice, practice, practice

This not only refers to a specific speech leading up to an event, but also your speaking skills in general. If you’re uncomfortable with presentations, becoming a strong communicator may seem like an insurmountable goal, but remember this: public speaking is a skill, and just like any other skill, you will get better with practice. Strong public speakers might make it look easy, but make no mistake, there’s a lot of work that has gone into that skill behind the scenes. If you’re looking to get some extra practice in a low-pressure environment, consider joining a speaking club like Toastmasters.

Tell a story

Another great way to keep your audience engaged is by telling a story, or keeping a common theme throughout your talk. Your audience needs some degree of uniformity throughout your speech. A sporadic, unconnected speech is hard to follow, and will greatly hinder engagement. By simply wrapping up your speech with a strong conclusion, and touching back on the key points of your talk, your audience will have a clear takeaway and (hopefully) feel like they learned something useful.

Use strong audio visual techniques

Making use of professional AV solutions can make a huge difference in the engagement and success of your presentation. Simple things like complimentary lighting, reliable computer and network services, and audience response tools can really set your presentation apart.

At Freeman Audio Visual, we provide audio visual solutions for events of any size. Whether you need a custom stage built for a large-scale event, or a computer network set up for a business meeting or workshop, we can help. Check out our design gallery for some photos of what we can offer you, and if you already have a project in mind, contact us. We look forward to helping you create a truly engaging event!