Event Prep

Events can be stressful.  There is so much going on that you need to think on your feet and be mindful of what is coming next.  Preparation and details are very important.  We will provide some helpful tips to ease the stress and strive towards a smooth event. 

Knowing the flow of the program eases a great deal of stress.  A timeline, that explains who will be speaking and when, is very important.  The timeline also needs to state when any media will be displayed on screens.  Copies of this should be made and passed to all the presenters, meeting planners, and AV technicians.  If there are any scripts of speeches, these can be helpful for the AV team as well.  When we tech events, we always ask our contacts for any timelines or scripts they might have.  If possible, we also like to have the media ahead of time so we can test it.

Once the flow of the event is known, the focus can shift to technical concerns.  A podium is crucial for many reasons.  It creates a focal point for the audience and gives the presenters a place for their paperwork.  The presenter should also be notified to move the gooseneck so the microphone is pointed towards their mouth.  This will provide optimal sound.

Sound is a key factor for events.  If there is a question and answer period, a wireless handheld microphone is essential for the audience.  If it is a large audience, two or more wireless mics might be needed.  The presenter should ask the audience to raise their hand and wait for a microphone to reach them if they have a question.  Pre-assigned “runners” will bring the mic to the audience member and take it back once they ask their question.   The presenter should also repeat the question.  Even if the audience member speaks into the microphone they might hold it improperly causing the sound to be faint. 

Some events require wireless microphones for the presenters.  These should have new batteries.  There is too much risk in using a used battery for an important event.  All lavaliere microphones should also be placed on the presenter at least 15 minutes before the event starts.  Ideally, a tech will control the volume of the microphone at the mixer.  This way the wireless mics could be left powered on and the tech will raise and lower the volume as needed.  If there is no tech at the mixer then the presenter should make sure their microphone is muted until their presentation.  Making sure the right person is heard when they are supposed to be heard will create smooth transitions between presentations.

We hope this helps your next event become a successful one that is remembered for all the right reasons.  If media is also an important factor in your event we have a post with helpful tips that can be found at the following link:  (Link to Preparing Media Post).  Also, if a laptop will be the source for your media, helpful tips can be found here: (Link to Optimizing Laptop Post)

If you have an upcoming event in the Northern or Central NJ area and need our services please visit our website and give us a call.  http://iavnj.com/

Optimizing a Laptop for your Event

The large screens and displays that show vivid images at events need a source.  Most often the source is a laptop.  This is why it’s integral to make sure the laptop is optimized for this purpose.  Like any other computer these laptops have countless settings and programs.  In this post we will focus on important settings and practical tips that will aid towards a smooth presentation.

Getting the image to the screen is the first step towards a smooth presentation.  Your laptop may be a PC or a MAC.  If it is a PC, it should have a VGA or HDMI connection or both.  Make sure what it has matches the input of your projector or display.  Once you have the right cable some further adjustments may be necessary.  These are covered in our video which can be found at the following link: Link to "How to Use a LCD Projector with a Laptop"  Video.  If the laptop is a MAC, make sure you have the necessary adaptor (VGA or HDMI).

There are a few things to keep in mind to get the best image.  It helps to learn how to go “full-screen” in whatever program you may be using.  This allows the image to fill the screen and eliminates any distracting icons or menu bars.  If the laptop is being used for a formal event we highly recommend another laptop and a switcher.  If it is more of a casual meeting, and the computer desktop will be seen, it helps to clean it up.  Pictures and documents can be organized into folders to clear space.  It also helps to make sure that unnecessary programs are not running.  If an internet browser is being used, be careful of having too many open tabs.  This can help avoid the computer from freezing up.  Computers are designed to multi-task but they all have a limit.  We also recommend a hardwired connection for internet access, not wireless.

Once the image is on your display you have crossed the first hurdle.  We have some tips that can help avoid any more obstacles.  The most practical tip is to bring a power cord and plug the laptop into an electric wall outlet.  Even if the battery is charged, the event may run over its scheduled time or the battery may drain quicker than anticipated.  Plugging the laptop in eliminates these concerns.  Another possible concern is the computer screensaver coming on or the computer going to sleep mode.  A solution is to set the screen saver and sleep mode to “never activate”.  These settings can always be changed back when the event is over.  During the event though, you do not want the screen to go to black in the middle of a presentation.

If there is sound in the presentation make sure the volume on the computer is up.  We usually bring it to 75%.  Keep in mind that there are two volumes in the computer to check.  One would be the volume in the program and the other would be the volume of the computer itself.  This can usually be found on the taskbar at the bottom right of the desktop.  Clicking on the small speaker symbol should allow you to adjust the volume level.  Also, if you are outputting the sound with a 3.5mm mini cable make sure it is plugged into the headphone jack of the laptop and not the microphone jack.  The volume of the sound system you are outputting to would also need to be checked in addition to the two computer volumes.

Laptops are tremendous tools designed for a variety of applications.  Following these tips will help it run optimally for your event, creating a dynamic focal point for your audience.  If you have an event in the Northern/Central NJ area and need AV support feel free to visit our website www.iavnj.com and give us a call.

One Last Thing:  Always bring a flash drive containing back-up copies of your media.

Preparing Media

Media can add excitement to an event.  It is important to make sure it is ready to be shown to your audience though.  When we project media onto our large screens we use a switcher along with 2 laptops.  This allows clean switches between what is being shown.  Before anything gets projected it needs to be prepared and tested though.

We advise our clients to send us their media ahead of time.  This way we can test everything.  The most prominent part of many presentations are slideshows. In a previous blog post we covered helpful tips for designing a slideshow so we will just go over the basics here.  The presentation should be to the point.  There shouldn't be too much text and the font size should be a minimum of 30.  Pictures and graphs compliment the text and they should be large as well.  Also, it is helpful to have the text darker than the background.  This allows it to pop off the screen and be easy to read.

A logo slide is important for easy transitions.  It will also re-establish the purpose of the event and allow the next part of the presentation to be readied by the techs at the switcher.  It is essential that any logos and/or pictures are of high resolution.  This will allow them to fill the screen and stay sharp.  We also always advise clients to make sure these logos are in JPEG format.  This format is easy to work with and recognized by most computer programs. 

Videos are usually recognized as the centerpiece of a presentation.  Videos can be in DVD format or a digital file.  A DVD can be played in a DVD player and most computers.  A digital file however can only be played in computers.  Whichever format the video is in, it needs to be tested ahead of time on the equipment that will be used at the event.  The length should also be noted. 

Our goal when we do events is for the audience to never see the computer desktop or menu bars of any kind.  This creates a professional and seamless presentation.  Being prepared is an integral step towards accomplishing this goal.  If you have an event in the Northern/Central NJ area and need audio visual support feel free to visit our website www.iavnj.com and give us a call for a free quote.

One Last Thing:  Always have a Welcome slide prepared to display as people start to arrive for the event.

Live Webcasting: A Quick Overview

Webcasting has been around a while but is steadily gaining in popularity.  A webcast is when a presentation from one location is streamed over the internet to many individuals.  This allows people all over the world to view the presentation from the comfort of their home or office.   A webcast can be live or on-demand.  A live webcast is more exciting because the people viewing it feel like they are actually attending the event rather than watching it after the fact.

Our wide array of Audio Visual Equipment allows us to stream large meetings.  This is because we can provide the projector, screen, microphones, and speakers for the meeting as well as stream it to the internet.  When streaming from a location we need to make sure it has hi-speed internet that we can connect to.   It needs to be a wired connection because wi-fi is too unstable.  We also have to make sure there are no fire-walls blocking us from sending the signal out. 

Once we know the location is certified we work with the client on the details.  If they would like to stream a slide-show or videos we try to test them ahead of time.  We also like to place the client’s logo on the webcast welcome page.  This, along with the absence of ads that invade some of the free services, create a very professional, polished look.  A unique URL and the option of a password keeps the live webcast private.  All the client needs to do is e-mail the link to whoever they want to view the presentation.  The webcast will also be archived for a month.  This, and other options such as viewer statistics & the ability for viewers to submit typed questions, create an exciting and dynamic way to extend the audience of a presentation far beyond the immediate area.  If you would like to create a webcast originating from the Central/Northern NJ area feel free to visit our website www.iavnj.com and give us a call for a free quote.

Also, we can do a two-way communication (video-conference) if you have the need.