AV Checklist for Meetings & Conferences

In every conference or corporate meeting held in a ballroom, one of the main keys for its success is the consistency of technical support. Whether you’re planning your first or your tenth, having an AV checklist is a smart way to avoid any hiccups on or before the day of your event.

A guide for both you and your AV partner to streamline your technical requirements so you’re not lost during the planning process.

1. Visuals

When choosing the right equipment for a conference, one has to bear in mind that a crisp and sharp screen is a must for presentations particularly with text as content. A picture-perfect screen allows similar viewing experience for anyone seated in front and at the back.

From our experience, one of the main issues we face with our clients when it comes to visuals is the content type, dimensions, or frame rates for videos. It is important to prepare your content that is proportionate to the screen size that you’re requesting from your AV vendor. It is always smart to ask your AV partner some technical questions regarding content if you feel you’re not confident enough. In the same way, informing your speakers beforehand about the right content ratio and file type that they have the submit is key to avoid any eleventh hour issues that might affect the flow of the event.

Main Screen Options:

• LED screen – size | pixel pitch | purpose (highly recommended)
• Projector screen – size | lumens | purpose (obsolete screen option)
• TV – size | brand (limited capabilities)

Minor Screen Options:

• Comfort monitor – to guide speakers with presentations
• Mupis/vertical screens – to showcase agenda, ad campaigns, vertical videos
• TV – to be placed on several areas of the hall as guide for audience seated at the back
• Digital Podium – a great way to display the event title or branding.

Accessories:

• Video Console & Software 
• Video Conferencing System
• Timer – as guide for speakers about their allotted time
• Clicker – as remote for speakers throughout their presentation

2. Audio

Probably the most straight-forward but the trickiest of all. Just like any other events, the PA system at conferences should deliver consistent high-performance and compact in size. Different from concerts with gigantic sound systems, conferences prefer portability for easy setup and transport. The crucial part is the accessories like microphones. Each one is built for its specific purpose and a good engineer would advise you the best one for your agenda.

Main PA System Option:

• Two-way array system – compact in design and perfect for small to big indoor setups
• Pole Mounted Array System – can project more sound which is ideal for outdoor setups but also indoor with live music or performances

Microphones:

• Wireless Handheld – dynamic microphones for MCs or announcements
• Wired – reliable and ideal to place on a stand for Q&As
• Earset Headworn – best for speakers, comfort and consistent sound
• Collar Clip Lapel – ideal for interviews and guided tours
• Gooseneck – for panel discussions

Accessories:

• Audio Console – to control sound
• Audio Conferencing System

3. Lighting

Unlike a concert with a lot of glitz and glamour, with conference, basic lighting is preferred. It is important that the stage and the presenters are well-highlighted, avoiding too much effects that may cause distractions within the audience.

Main Lighting:

• Stage Lights – fresnels to wash the stage
• Face Lights – ellipsoidal fixtures to focus the face of presenters

Special Effects & Other Lighting:

• Gobos – textured lights to create more depth in the event space
• Wash Lights – to project your corporate brand
• Blinders – for spaces that require more uplighting

Accessories:

• Lighting Console – to control lighting
• Trussing – to hold the lighting fixtures any other elements

4. Stage & Fabrication

This part covers what will complete our AV checklist for conference and meetings. Stages are made up of heavy-duty materials that can be customized in height and size. It is necessary to have a precise stage planning because when one part of the stage is laid, it is tedious to move them again.

Main Stage & Accessories:

• Staging w/ stage – minimum height: 40 cm
• Fabrication – as per design
• Podium – static or digital
• Carpet – to cover stage or visible dents
• Sofas – seating for VIPS and panelists

Download AV Checklist for Conference & Meetings

Audiotech LLC is an AV company in Muscat, Oman. Over the years, we have experienced working in different event halls and spaces in the region and if you haven’t tried us already, call us and let’s make that one promising event done!