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Choosing the Right AV Equipment for Conferences

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Of all the elements of planning a conference, audiovisual equipment is often the biggest deal-breaker. Faulty equipment can easily ruin the experience of the attendees and the reputation of the organization you’re representing. With that, wisely choosing AV equipment should also be your priority as an event planner.

The good news is that you don’t have to go through all the technicalities alone. Here at Rent For Event, our team is ready to provide full AV production for any conference you’re planning. Our team will provide all the equipment and technical support you need for a successful conference.  

To give you an idea about the AV equipment you need, we discuss the basics below: 

Choosing the Right AV Equipment for Conferences

The Importance of the Best AV Equipment for Conferences

Before we get into AV equipment comparison and selection, let’s first highlight why it’s crucial in the first place. 

  • Clear Communication. High-quality AV equipment ensures that your audience can hear the guest speakers loud and clear. This will also prevent misunderstandings and misinterpretations, especially if the topic at hand is highly sensitive.
  • Engaging Presentations. AV equipment for conferences will make your speakers’ presentations more engaging and appealing. This will also keep the attendees’ attention hooked to the discussion.
  • Enhanced Learning Experience. Conferences are a great learning experience and it will be much so with the right choice of equipment. Overall, clear audio and visuals will ensure that your attendees comprehend the information correctly.
  • Professional Image. High-quality AV equipment not only makes your conference more efficient but will also give your client a professional image. In the end, it will help you get repeat business from brands and companies the next time they host an event. 

Do you want to see how excellent AV production can transform your conference? Here’s a quick look at how our AV team made it happen in one of our latest events:

Steps in Choosing AV Equipment for Conferences

Whether you’re planning your first conference or want to enhance your next event, make sure you follow these steps: 

1. Assess Your Event Requirements

The very first thing you need to do is assess what your conference needs. You have to check the size of the venue, your expected number of attendees, and the type of presentations. All these will impact the AV equipment you’ll need.

For example, a larger venue may require powerful audio systems and projectors with high lumens for clear visibility. But if you have a smaller conference room, a basic PA system and a small projector might be enough. You may also need the basics like wireless microphones, multiple display screens, and mic stands.

By knowing your event’s needs, you can pick not just the right equipment, but also the best conference AV equipment rental companies to work with. 

2. Allocate a Reasonable Budget

The next thing you have to think about is the AV equipment rental pricing. This way, you can set a reasonable budget without compromising the quality of your event.

When setting a budget, make sure you’re realistic in terms of the event’s scale. You should also factor in if you need setup, installation, and additional technical support.

Although dirt-cheap AV rentals might be tempting, they could have a poor quality that will negatively impact your event. In the end, investing in reliable equipment can save you from a nightmare of technical glitches.

To get the best bang for your buck, you should compare prices between AV companies. If you already have a quote from another provider, call us at Rent For Event, and our team will give you a better offer.

3. Consider Your Audio Needs

Whatever type of conference you’re hosting, quality audio is an indispensable element. The last thing you want is your guests getting frustrated over the low sound volume, chopping speakers, and malfunctioning microphones.

So when it comes to audio sound rentals, make sure you consider the audio requirements your venue and attendees have. This will help you know the right combination of microphones, speakers, mixers, amplifiers, and soundproofing materials for your event.

Aside from that, you should evaluate whether you need wired or wireless audio solutions. Wireless options provide flexibility but may be prone to interference, while wired options offer more stability but limit movement. 

4. Select the Right Visual Solutions

Humans are visual beings, especially when it comes to live event productions like conferences. For this part, you have two options: the traditional projectors or a more modern LED wall.

A projector and screen rental is ideal for venues with controlled ambient lighting. Meanwhile, LED screen rentals are ideal if your venue has more ambient lighting or the event is being held in an open space.

Overall, these visual elements play a crucial role in enhancing your speakers’ presentations and engaging the attendees.

When selecting visual solutions for your conference, consider factors such as screen size, resolution, brightness, and compatibility with different devices. But whatever visual solution you choose, our team can provide it for you. 

5. Don’t Forget About Lighting

When it comes to hosting conferences, lighting is often an overlooked – or less prioritized – aspect of AV production. But if done right, it can enhance the venue atmosphere and the experience of your guests. It will also help set the mood of your event and create focal points throughout the program.

First, you should consider investing in stage lighting fixtures like spotlights, wash lights, and color-changing LED lights. All these can be adjusted according to different presentations and create a visually engaging experience for attendees.

Aside from that, you should also pay attention to lighting control systems. This will allow you to adjust brightness levels and color temperatures based on different session requirements. Also, this flexibility ensures that presenters have optimal lighting conditions at all times. 

6. Consider Recording and Streaming Equipment

Do you need a virtual event production? How about hybrid event production? Whatever it is, we have all your equipment and technical needs covered.

Streaming is a great way for your conference to reach a wider audience. It will also let you open another revenue stream by monetizing the live feed online.

For this, you need multiple camera setups, specialized audio equipment, and a whole crew to run everything. It’s a difficult task, especially if you haven’t done any virtual or hybrid events before.

But with the help of our team, you can pull off a successful hybrid or virtual conference. We will provide you with high-quality AV production, the same service we provide to big names like BET TV, CBS, and Netflix. 

Here’s a sneak peek of one of the hybrid events we made possible: 

7. Ask for Onsite Technical Support

Even with the best AV equipment, technical issues can still happen during your conference. To minimize any glitches, we advise that you ask for onsite technical support.

Our in-house technicians are highly trained and experienced in corporate event production. They will handle every single AV equipment you need for your event and resolve any issues right away.

Aside from our affordable AV equipment rental, you can also tap the help of our elite AV team for a reasonable cost. We will deal with all the needed setup, troubleshooting, and equipment maintenance if needed. 

8. Conduct Tests and Rehearsals

It’s important to ensure that the AV equipment at your conference will serve its intended purpose. You can double-check this part during sound tests and rehearsals before the actual day of the event.

Our team will work closely with you to refine the AV production and address any possible issues. This way, we can adjust the setup and ensure that your conference will be a massive success.

Overall, our team will test all audio systems, visual solutions, lighting fixtures, recording equipment, and streaming platforms you need. This is to ensure that everything is spot-on and ready for your big day.

Aside from that, we will also help you simulate different scenarios such as panel discussions or multimedia presentations to test compatibility between various components. This practice will give you peace of mind knowing that everything is set up correctly and ready for a successful conference. 

Get Top-Rated AV Equipment Rental from Rent For Event!

Choosing the right AV equipment for conferences is crucial for creating an engaging and memorable experience for attendees. And if you’re on the hunt for the best provider, your search is over with Rent For Event.

We are one of the leading full AV production companies Nationwide and beyond. We serve the entire contiguous United States, wherever you plan to hold your next conference.

Our company has a massive inventory of AV equipment needed to host an amazing event. You can also count on our AV team with 20+ years of combined industry experience. We’ve done dozens of conferences and we’re ready to take on your next event.

Also, we have the highest conference AV equipment reviews in LA, a solid proof of our expertise in our craft. So if you’re unhappy with your current AV provider and want to try something better, don’t hesitate to contact us anytime. We will make your next conference your most successful event by far! 

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