Creating Memorable Moments: How Full AV Production Transforms Charity Events

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Galina Drankovich

Head of HR at Rent For Event

Galina Drankovich

Head of HR at Rent For Event

We offer audio visual rental, event support, and full AV production at Rent For Event, and we provide these services across the country. Our aim is to support businesses or event planners in having the best events possible. To assist with it, only cutting edge solutions are used by our qualified team.

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December 5, 2023
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Charity events are more than just fundraisers. It’s an opportunity for organizers to connect with their attendees and create lasting memories. And what better way to make memorable moments than to incorporate event technology into your planning? This way, you can make the most impact to support your cause.

When it comes to charity events, Rent For Event is the top choice Nationwide. In fact, we’ve recently provided full AV production in a fundraiser event in Beverly Hills, which we will show you below.

So if you’re planning a charity event, read on and see how you can deliver the best audiovisual impact to your guests.

Our AV production in action: Ukraine Independence Day Celebration

Last August 26, our team set up full AV production for a luxurious party in celebration of Ukraine’s Independence Day right at the heart of Beverly Hills, California.

For this event, our client organized a fundraiser in support of the Ukrainian Support Charity Fund. Overall, it’s an intimate affair with only 90, but very special guests, including the mayor of Beverly Hills, senators, and successful businessmen.

Watch a sneak peek of this meaningful event and see how our team transformed the private venue:

For this event, the venue is a private home, so we have to take into account the dimensions of our equipment. While we’re experienced in setting up stadiums, conference halls, and large outdoor spaces, our team is very flexible and can make a smaller venue look stunning.

As for the setup, our Rent For Event team provided the following AV services:

Audio. We install a powerful L’Acoustic audio system to ensure that our client will have amazing sound quality throughout the event.
Visuals. Our team set up a stunning Unilumen LED wall onstage, where images were displayed both day and night.
Lighting. For this event, we set up 20 lighting fixtures that set a sophisticated atmosphere onstage and throughout the private home. It looked spectacular, especially at night and during the live performances.
Technical support. For this special event, we had 10 AV specialists work onsite to ensure a hassle-free audiovisual experience. We handled the delivery, setup, operation, and teardown of all the equipment.

If you want to bring this amazing setup to your next event, contact us, and we will take of everything for you!

How AV production makes charity events memorable

Fundraising events are made more special with the use of various audiovisual elements. Apart from setting up a sound system or adding some lighting fixtures, here’s how professional AV can make a world of difference for nonprofits:

1. Better visual impact

With professional AV production, you can show captivating images, videos, and other content during the event. This can help capture the attention and emotion of the attendees, which is crucial for your cause.

Aside from that, the enhanced visual impact will keep the crowd engaged throughout the event. This will set a good impression on your organization, which will be beneficial for future fundraisers or projects you may launch.

Overall, creating emotional connections should be your main goal when hosting charity events. With the help of audiovisual production, you can have impactful storytelling that will encourage attendees to make donations or contributions.

2. Wider audience reach

Aside from visual transformations, AV production can also help your organization reach a wider audience for the cause you’re supporting. This would be a powerful strategy to gather as many donations as possible.

For example, you can integrate live streaming into your event, where guests can attend online. This way, you can raise awareness about your cause to as many people as possible.

Aside from that, you can monetize your online feed to help raise more funds for your charity work. Whatever strategy you go for, reaching a wider audience is crucial for any fundraiser or nonprofit cause.

3. Clear communication

Clear communication is important for every event, especially for fundraisers. This way, your guests will know exactly what your cause is about, who it will benefit, and how they can contribute. All these will directly impact the success of your event.

For this, you should invest in quality sound systems, visuals, and other equipment, which we listed below.

Aside from getting your message understood, proper communication will also set a good impression on the attendees.

4. Productive presentations

If you’re doing a presentation on your charity event, you need reliable audiovisual equipment to get every point across. This way, your guests can understand the message and participate in the discussion.

Dynamic presentations like this keep your audience interested in the cause you’re supporting. It also keeps the goals of your charity event clear to everyone present.

So whether it’s a simple slideshow, a comprehensive open-mic discussion, or a conference-style event, you need a reliable AV team.

5. Customized branding

AV production can also be customized to align with the branding of your organization. This includes using lighting that matches your brand colors, projecting slogans, playing your organization’s theme, and so on.

Overall, investing in AV production will help you project a cohesive brand identity throughout the event. This will make it easier for your attendees to remember and recognize your brand even after the fundraiser.

If you want attendees to remember your organization for future events, then you should consider adding professional AV production to your event planning.

6. Integration of interactive technology

Another way, audiovisual production can boost your charity event is by using interactive technology onsite. This will help encourage your guests to make donations or contributions while having fun doing so.

Here are some examples of how you can use event technology to your advantage:

Digital donation stations. You can set up touchscreen booths where guests can instantly send donations to your charity or cause. Make sure you provide them with donation options and a way to leave a message.
Augmented & virtual reality. Another thing you can do is create immersive AR or VR experiences for your guests to show more about the cause you’re supporting. You can give them a tour of where your charity works or to see where the donations would go. This will help boost the emotional impact of your event, which is crucial for your fundraiser.
Gamification. Charity events are not just about encouraging donations or pledges. It can also be a fun experience for your attendees as part of building the reputation of your charity. For this, you can incorporate trivia games, photo contests, leaderboards, and more.
Social media walls. You can also encourage your guests to post about your event on their social media accounts using a hashtag. From there, you can display the posts on a social media wall on site through an LED screen. Overall, this will help create a sense of community and engagement.
Interactive photo booth. Consider setting up a photo booth with a branded background where your guests can take souvenir pictures. For example, our interactive photo booth allows your guests to take pictures and share them online right away. This will help boost awareness about your charity.

Essential AV services for your next charity event

Aside from crafting speeches or preparing a program, you shouldn’t forget about one important thing: AV services. This will ensure that everyone present will have an enjoyable time during your charity event.

For the Ukraine Independence Day charity event, here’s the list of our AV essentials that made such an inspiring event possible. You may also need the following for your upcoming event:

1. Sound systems

A reliable audio system is indispensable for any event. For this, you’ll need a set of quality microphones and speakers for a start.

If you’ll have performances during your charity event, you may also need mixers, a full backline, or a complete DJ setup. For all your audio sound rentals, you can always call our team and we will set up everything for you.

2. Event lighting

Another element you shouldn’t forget is the lighting of your charity event. Proper event lighting will set the ambiance for your fundraiser, which is crucial in making an emotional connection with your guests.

Aside from that, it will enhance performances and emphasize focus on the speakers onstage. You can also use lighting to highlight key elements of your event, like auction items or a showcase of your organization’s work.

Aside from that, lighting is also crucial for the safety of your attendees, especially if the event is held at night. With this, you should also place lighting elements on walkways, exits, entrances, and other areas with foot traffic.

3. Displays and visuals

Visual elements are crucial to ensure that you and your guests will be on the same page during the event. Whether it’s displaying where they can send donations or conducting a presentation about your organization, it’s important to have clear and crisp screens on your venue.

For this, you have two options: an LED screen or a projector and screen.

An LED screen is perfect for both day and night use since it remains visible even under direct sunlight. Also, it will give your event a sophisticated vibe, which will impress your attendees. Aside from that, LED walls can be used as a stage background where you can show dynamic content throughout the event.

Another display you can use is a projector and screen combo. This is perfect for presentations or if you’re hosting a charity event on a budget. But if you want to go big with your venue’s setup, you can also opt for a full-on projection mapping technology to wow your guests.

Whatever visual solutions you prefer, our team can deliver them to your event. Our Rent For Event team will deliver, set up, operate, and tear down everything, so you can focus on making change happen through your organization.

4. Stage setup

To make sure your charity event will stand out, you should also get a stage rental to match the equipment we listed here.

First, a stage will serve as the platform for performers, keynote speakers, and other important individuals who will grace your event. This will give them the spotlight, ensuring that all the guests will see who the ‘man of the hour’ is.

Aside from that, a stage setup will boost engagement with your charity event attendees. It will let them focus on the speeches, presentations, or performances.

Above all, a stage setup will ensure that your venue has proper sound distribution. It’s also crucial for a stunning lighting design, which will boost the overall production value of your event.

5. Technical support

Aside from the equipment, you also need a reliable team who will take the technical helm for you. With our Rent For Event team, you’re assured of professional and quality AV production from start to finish.

Our team has over 20 years of industry experience, which means that your event is in good hands. We will also handle everything – all you have to do is book our services and enjoy your event!

The good thing about having a professional AV team onsite is that you avoid technical glitches that will compromise the event. Also, you’ll have peace of mind knowing that you have experts who are operating every piece of equipment.

Additional tips when hosting a charity event

Aside from having exceptional AV production, our team also recommends the following tips when organizing a charity event:

1. Identify your goals

Before you start booking any AV equipment, make sure that you have your goals for the event clear. Make sure you set a goal for the amount you target to raise, who you will be inviting, how you will accept donations, and so on.

This way, you’ll know exactly what services you’ll need for the event. For example, if your goal is to raise awareness for your charity, then live-streaming your event would be a good move.

So before anything else, sit down, and identify your goals. From there, you can start dealing with the technical aspects.

2. Create a budget

As much as charity events are meant to raise funds, hosting one still entails some expenses. To ensure that the event will be financially productive, you should set a budget and monitor it to avoid incurring unnecessary expenses.

If you’re looking for some budgeting tips, you can read our short guide here. This way, you can maximize your budget and avoid the dreaded ‘scope creep’.

3. Secure sponsorships

While it’s true that hosting a charity event has its own list of expenses, you can free up your budget by looking for sponsors. You can reach out to businesses or individuals who might be willing to make monetary or in-kind donations for your event.

This way, you can allocate a portion of your budget to other important matters. It will also give you extra allowance to hire more ushers, get better AV equipment, hire technicians, or book a better venue.

Still, make sure that the sponsors you seek align with the values of your charity. Take note that your choice of sponsors can make or break the fundraiser, so proceed with caution.

4. Tap on your volunteers

You can also look for people who are willing to help your event by being volunteers. Although their contribution isn’t monetary, they will play a big part in ensuring that your fundraiser will be a success.

For this, you can assign volunteers for specific roles, like registration, logistics, crowd control, and so on. Just make sure that you orient them with their tasks and lay out a specific protocol that they need to follow.

To find volunteers, you can post an announcement on your charity’s social media accounts or contact other organizations who might be willing to help.

5. Offer ticketing options

Aside from donations, another way to raise funds during your charity event is by monetizing attendance. You can sell tickets for the event and offer various tiers, which can be inclusive of exclusive perks.

For example, you can offer VIP tickets, early-bird tickets, or group rates to encourage attendance on your upcoming fundraiser. Just make sure that your tickets are reasonably priced and you emphasize that a portion of the ticket sales will go to charitable causes.

To ensure that you’ll maximize your ticket sales, you should set up an online system or an additional ticketing booth for walk-in guests.

Ready to host a successful charity event?

Are you planning a charity event soon? Call us at Rent For Event and we will deliver a stunning AV production design to your venue. Whether it’s an intimate party like the Ukraine Independence Day event we showcased here or a bigger gathering, our expert team is up for the challenge.

We’re the top-rated AV production company Nationwide with over 10,560+ successful events on our portfolio. We also have a national reach and we’re ready to make amazing events wherever you are in the United States.

Aside from that, our AV expertise has been tried and tested by big companies, including Netflix, CBS, TikTok, BET TV, Hulu, and more! Your event will be in the best hands – all you have to do is call us! Our team will be happy to answer your questions!

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