The following checklist
• Secure banner ads from sponsors and exhibitors.
• Obtain attendee list, session, speaker and exhibitor information for app team.
• Provide access to event app in advance.
• Promote event social media through app in advance.
• Conduct post-event survey via app.
is adapted from PSAV Presentation Services' "The Power of AV," a training course on the basics of audiovisuals, specifically designed for event planners. Gerry Small, PSAV Event Services' general manager and a 25-year industry veteran, provides an overview of the key technology components to consider when planning an event.Scenic •
Review event arrangement options.•
Do you want a colorful scenic display or custom video mapping?•
Do you want voile or decorative draping?•
Select general-session arrangements.•
Select breakout-room arrangements.•
Select exhibitor layout.•
Finalize any layouts with 3-D renderings.Audio •
Test house audio system for small events.•
Reserve external speakers for large events.•
Decide on lavaliere microphones and/or handheld.•
Determine number of microphones needed.•
Decide on live music vs. recorded.•
Will you need music for walk-in and walk-out? Breaks? Speakers walking to the platform? Close of the event? Video•
Select one, two, three or more screens. •
Determine whether screens will have an aspect ratio of 4:3 or 16:9 (widescreen).•
Determine whether your screens will be front-projection or rear-projection. •
Format presentation slides to proper screen ratio.•
Have logo background prepared for ill-fitting slides.•
Have technology provider create a standard template for the event.•
Obtain speakers' slides at least 24 hours in advance.•
Decide whether you'll need a Teleprompter. •
Decide if you'll use regular or HD equipment.•
Decide whether you will stream content live and/or offer on-demand viewing.•
Get permission to record presenters.Lighting•
Select number of lighting instruments.•
Consider branding the room with logo/design gobos.•
Choose static up-lighting vs. flexible, intelligent lighting.
Determine how much bandwidth is dedicated solely to the event space.•
Calculate bandwidth the event requires. •
Will Internet access be password protected?•
Are additional electrical outlets needed? •
Note low chandeliers, columns, mirrors or other obstacles. •
Is there either built-in rigging or a ground-supported truss?Virtual Services•
Do you need digital signage for breakout rooms and/or entrance?•
Will you have a kiosk registration system? •
Will you have an Internet café? •
Do you want a Twitter wall for audience participation?•
Will you have a wireless audience response system during the event?