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/