Planning events can be stressful, especially when you’re coordinating with a number of suppliers and stakeholders. One main requirement is having a great audio video setup. And if you’re at a loss on the know-hows of getting A/V systems, here’s a helpful list of modern audio visual trends and the questions you need to ask in order to implement them.
Discover the Top Audio Visual Trends For Events
The audio visual landscape changes just as often as the tech industry. As an event planner, you need to keep up with what’s new and deliver on the latest audio visual trends that will wow your clients and guests. From time to time ask your A/V partners, what they are using and why they have chosen those the top brands they work with. These guys generally geek out over their new AV toys so also ask what new changes they see in the next couple years, say with things like VR and AR in terms of ideas for future use at events. Below are some key technology trends to watch out for that you can integrate into the audio visual setup for your next meeting or event.
1. Event A/V Is Going Digital
Gone are the days when simple printed graphics are all you need to promote and keep things interesting for your event. Now, it’s all about getting more interactive and digital. You should know how and when to make use of video presentations and LED displays/signage, among many other forms of digital setups and systems.
2. Advanced Displays Are Huge for Events
Another important trend to take full advantage of is the rise of 4K displays and VR systems that are on the rise. This is even more of a requirement if you have an event that’s heavy on presentation of information and graphics. The good news? Since this trend has become increasingly popular, more and more suppliers are offering it at more affordable prices.
3. Events Are Using Video Instead of Text
Videos are the new text when it comes to delivering and conveying information. It is much easier and more fun to not only present information in the form of a video, but also to absorb it. Especially if done in an exciting and eye-catching way. Invest in a good videographer and editor and you’ll surely reap the rewards of presentable, high-quality content.
4. Virtual and Augmented Reality Is a Hit at Events
There’s a major difference between virtual reality and augmented reality. Virtual reality is active (meaning you have to decide to take part of a VR experience), augmented reality is passive. It’s can be used throughout the day as part of our everyday lives. Think of it like the difference between playing video games at home on the couch, and playing games on your iPhone while you’re in line at Starbucks.
These are both technologies we’ve seen in the world of gaming and entertainment. This year will be different. A growing number of events are incorporating VR and AR technology to provide unique experiences. Learn more about how event designers are mixing virtual reality with real experiences to create new event experiences in our latest event planning trends report.
Next, Learn The Must-Ask Questions For A/V Suppliers
Before you lock in the supplier who will take care of your audio visual needs for your event, you first have to consider what to ask your A/V company. First, is figuring out how far you can go with their services given your budget. Simply put, ask what you can get within your budget. This way, you don’t waste each other’s time by going back and forth.
1. Ask Your A/V Supplier to Give You the Details
Go over the details and the specifics of your event right off the bat. Make sure that all your bases are covered—what kind of event is it, the estimated number of guests, any special kind of request or feature you need. It’s important to know what is the earliest time they can arrive for setup, what time guest will arrive, what time do all vendors need to be out of the venue by, and how early can they arrive for tear-down. This will help let the A/V team know how much staff they will need to get everything connected and tested before your event actually starts and how many hours any A/V engineers will need to be on site should you need one or a team to run and manage the electronics.
2. Ask Your A/V Supplier What Services They Offer
Another important question to ask your supplier is the reach of their services and what else they can provide going beyond rentals. Several companies would surely want to seal the deal with you and one basis that you can use as a point of comparison would be their extra services and assistance that they can provide on the day itself. If it’s for a wedding, could they provide an MC if you need one? For a corporate event, could they provide an extra microphone or podium free of charge? These are just example of questions you could throw their way so you can make sure that you’re getting the best deal there is.
Bonus: this is a great time to chat with your supplier about the latest in audio visual trends. Are there improvements in the technology that will make for a better experience for your attendees? What’s worth the money, given your attendees’ needs?
3. Ask Your A/V Supplier What’s Special About Their Contract
Lastly, make sure that your event contract is foolproof and solid. Read through all the itty-bitty details of the paperwork and see to it that what you’ve agreed upon is all there and that there are no loopholes in which you’ll come out as getting the shorter end of the deal.
What it all boils down to is details and how you delivering more with less. It’s not about coming up with a grandiose event, but more of making sure that everything is well organized and appropriate for what your clients need.
Remember, both as a novice planner or planners who have been doing this a long while, there are many different details to deal with when it comes to your audio visual checklist. So don’t be afraid to allow the audio visual team take on a few of those details this way you will get a better idea of what the different AV teams you work with over time can deal with and how each one can better accommodate you.
Which audio visual trends are you excited to try this year? Let us know on Twitter!