{"id":10047,"date":"2019-05-13T10:00:52","date_gmt":"2019-05-13T17:00:52","guid":{"rendered":"http:\/\/rentsept.wpengine.com\/?p=10047"},"modified":"2023-03-29T06:16:02","modified_gmt":"2023-03-29T13:16:02","slug":"the-top-12-biggest-audio-visual-mistakes-you-want-to-avoid-at-your-event","status":"publish","type":"post","link":"https:\/\/rentforevent.com\/blog\/the-top-12-biggest-audio-visual-mistakes-you-want-to-avoid-at-your-event\/","title":{"rendered":"The Top 12 Biggest Audio & Visual Mistakes You Want To Avoid at Your Event"},"content":{"rendered":"\t\t
Every event requires proper planning<\/b> and the right combination of audio-visual setup. Successful events are always characterized by the comfort level<\/b> of the audience enabling everyone in the crowd to appreciate the theme and the environment as an experience.<\/p>
Some events<\/b> are so chaotic and messy that even a bystande<\/b>r can tell that the event is planned haphazardly and last minute. Things often go wrong because organizers do not pay attention<\/b> to details which can cause huge problems. For instance, it is not unusual for organizers to realize that their laptops are not compatible with the available technology<\/b> for presenting. Since many people often arrange events at the last minute thinking they have enough time, such mistakes are not uncommon.<\/b><\/p>
As an event planner, you don\u2019t have to learn the hard way when it comes to setting up an amazing party or event<\/b>. Instead, you can avoid embarrassment by taking care of the following 12 biggest audio and visual mistakes that we’ve listed below.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t Visual content<\/b> is often the backbone of a great event. Most organizers <\/b>trust their technical team to help them set up a flawless visual presentation; therefore, they rarely coordinate effectively with the team in charge of creating the visual set up.<\/p> The most common result<\/b> of this miscommunication is letterboxing issues. Letterboxing is two black lines at each end of the screen that show up if the screen size is not adjusted to common aspects ratios of 16:9 <\/b>or 4:3.<\/b> Be sure to consider the ratio that works best for you and that you test this out before your actual event.<\/p> Presenters spend too much time on creating great visual content ignoring simple screen aspects. Often, it\u2019s too late to adjust the ratio when the actual visual presentation<\/b> goes live.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t In hotels<\/b> and exhibition<\/b> venues, event planners sometimes ignore the costs associated with their power supply.<\/p> Most of these event venues offer pre-designed event planning packages<\/b>, which are designed to attract organizers who want an all-in-one solution without major add-ons<\/b> and customizations<\/b>. Based on the solution, these providers often assume that the organizer does not need extra power and electric supply for their events.<\/p> For instance, if you have the hosting venue<\/b> also take care of your\u00a0A\/V setup<\/a>, they will likely cater<\/b> to what they consider a normal A\/V setup<\/b>. Most venue A\/V quotes<\/b> do not include any extras you may need to power larger or specialized equipment. Making the mistake<\/b> of not properly accounting for your power costs can drastically impact your overall event. Carefully consider the costs of your power and try to work with a professional A\/V<\/b> versus your venue’s in house A\/V team.<\/b><\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t Just like visual presentations, audio and music<\/b> setup also requires attention to detail. Depending on the venue, you should ensure that their equipment has enough audio inputs to handle all the audio setups you will need for your event.\u00a0<\/p> Sound mixing boards have a limited amount of audio inputs so you want to be absolutely<\/b> sure that you have enough for all of the audio sources at your event. Make sure you\u2019re counting your back up audio sources as well and that the sound mixer<\/b> board and inputs are compatible. It doesn\u2019t hurt to add a few extra audio <\/b>inputs just in case, be sure you know what you need.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t Since most video equipment is designed<\/b> to work with specific brands and visual inputs, ignoring what you can use to reliably connect your visual equipment can become a major problem. Ignoring what visual equipment<\/b> you need and the inputs to match them is a grave mistake.\u00a0<\/p> It\u2019s also worth noting that A\/V<\/b> companies are often not legally required to disclose every minor detail. Make sure you count all of your video inputs<\/b> and that you have enough compatible video switchers for them.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t It\u2019s a natural tendency<\/b> for event planners to think about the event venue before hiring a capable AV team<\/b>. If you follow successful event planners, you’ll come to realize that they hire a professional A\/V <\/b>team before making a venue choice.<\/p> Hiring the A\/V <\/b>team first is important because your team can not only provide you assistance in selecting the best venue based on your criteria, they can also negotiate the price on your behalf. A\u00a0professional A\/V\u00a0<\/a>team can save a lot of hassle and money if you hire them before choosing your event venue. So prioritize when you hire them to be as early as possible.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t Wi-Fi has become<\/b> an integral part of peoples overall experience at events, but some event organizers underestimate the Wi-Fi bandwidth and quality needed to arrange a successful event.<\/p> Don\u2019t be tempted by Free Wi-Fi offers when planning your event because you need a powerful wireless setup that can easily fulfill your requirements even if it seems more costly than you’d originally thought. Make sure that your Wi-Fi is able to support all of your audience<\/b>, the event space, and the devices that will be used in the space. Ideally, you’d use a 3rd-party professional Wi-Fi supplier who can help you properly set up the Wi-Fi versus trying to do it on your own.<\/p> We have a blog post that goes more into detail about how you can properly set up your event Wi-Fi you can check out here<\/a>.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t The diverse range of audio <\/b>and visual<\/b> brands has made it difficult for event planners to critically evaluate the need for multiple outputs.<\/p> Irrespective if the event is held indoors or outdoors, you may need multiple sockets or additional outlets to present all of your audio and visual content properly. Also keep in mind<\/b> that some of the outputs are rendered useless<\/b> when arranging formal events, which means you may need more outlets than you had originally estimated<\/b>.<\/p> The number of outputs<\/b> required can quickly add up if you need to screen different content on multiple screens. Traditionally, this was easy as event planners would only stream the same video on all channels; however, different screens<\/b>, modern technology<\/b>, and brands <\/b>require different<\/b> configuration. Be sure<\/b> to set this up properly.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t Rigging points<\/b> are used if anything is suspended from the ceiling. They\u00a0are instrumental in providing an edge to your presentation at any major event. These days, it is common for hotels<\/b>, exhibition<\/b> centers, and well-designed outdoor or indoor venues to offer rigging point setups for lightening and cameras. There may be extra costs <\/b>associated with setting these up so it’s important to plan this with your\u00a0A\/V company<\/a>\u00a0ahead of time.<\/p> Event planners <\/b>need to ensure that they have enough rigging points for their event and that they are set up properly. Besides the associated cost<\/b>, they should also pay special attention to the safety of the equipment. If necessary, always hire certified<\/b> riggers to work with your A\/V team<\/b> as they are trained to install this type of equipment in a safe and efficient manner.<\/p>\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t1. Mistake #1: Incorrectly Formatting Your Visual Content<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
2. Mistake #2: Ignoring Power Costs<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
3. Mistake #3: Having Too Few Audio Inputs<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
4. Mistake #4: Having Too Few or The Wrong Visual Inputs<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
5. Mistake #5: Delaying The Hiring of Your AV Team<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
6. Mistake #6: Not Properly Setting Up Your Wi-Fi<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
7. Mistake #7: Not Having The Proper A\/V Outputs<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
8. Mistake #8: Not Planning Your Rigging Points<\/h2>\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t