When it comes to audio-visual equipment, event planners have a lot of choices – which can be overwhelming, to say the least. But, don’t worry, we’re here to help. This comprehensive guide will arm you with all the audio-visual equipment you might need for your next event.
First and foremost, you need to have a clear idea of the purpose of the event. Is it a business meeting? A wedding? A music concert? Depending on the answer, your needs will vary.
Once you know the purpose of the event, you can start to build your checklist, which is where we come in. Here are some essential pieces of equipment to consider!
“Microphones are an essential piece of audio-visual equipment for any event” – says our expert advisor that just “happens” to be a part of an AV integration company. There’s nothing much we could tell you about them, other than that there are a variety of microphones available on the market, each with its own set of benefits and drawbacks.
Some common types of microphones include:
Wireless – ideal for occasions where participants will be moving around, such as a wedding reception.
Lavalier – small mics that can be attached to clothing. They are often used in television and film production.
Handheld – the most common type of mics and can be used in a variety of events.
Next up, we have screens. Screens can be used for a variety of purposes, such as displaying presentations or showing live footage.
There are a few things to keep in mind when choosing screens for your event. First, you’ll need to decide on the size of the screen. Then, the number. Smaller events may only require one or two screens, while larger events might need several.
Next up, you’ll need to decide on the type of screen. Now, here’s where it gets really messy and confusing, but just know that you probably don’t need an OLED or QLED.
And finally, maybe you need a projector screen?
When it comes to projecting images and videos, you will need a reliable projector that produces high-quality visuals. There are many different types of projectors available on the market, so it is important to do your research to find one that best suits your needs. Be sure to consider the type of event you are planning, the venue, and of course – the lighting.
If you’re not in a dark space, there’s a good chance most projectors won’t work well. If you’re looking for a projector that can work in a range of lighting conditions, opting for a laser projector that can do at least 2,500 lumens is necessary, according to our expert advisor and a professional audio visual integrator from https://striveav.com/.
Speakers are another essential piece of audio-visual equipment. According to a reliable AV systems integration company, speakers are the “foundation of any audio system”. They come in a variety of shapes, sizes, and types – so again, it’s important to do your research to find the right ones for your event, since you could imagine, an audio visual systems integrator would probably use different speakers for a business conference, a wedding, and a death metal concert.
5. Soundboard and mixer
“You can’t call yourself an event planneryou don’t have a soundboard or a mixer with you” – says our advisor, an experienced AV system integrator. A soundboard is used to control the overall sound of the event, while a mixer is used to control the individual audio levels of each input. Each of these two pieces of equipment is essential for ensuring that the audio at your event is high-quality and sounds great.
There’s only so much an iPad or a phone can do, so make sure you bring a laptop. It’ll come in handy when you need to make last-minute changes to your presentation or if you need to do some research on the fly.
Of course, it’ll be your main workstation, but that’s a given. It’s these unexpected uses for a laptop that will really save your event.
7. Lighting fixtures
Every event is unique and will require different types and amounts of lighting. However, there are some basic fixtures that every event planner should be aware of.
Spotlights: A spotlight is a focused beam of light, used to highlight a specific area or object. They are often used to illuminate a stage or performance area.
Floodlights: A floodlight is a wide-beam light, used to illuminate a large area and provide general lighting for an event space.
Pinspots: Pinspots are small, focused beams of light, used to highlight specific objects or table settings, usually used in conjunction with other lighting fixtures to create a more dramatic effect.
There are others, too, but these three are essential for any event planner – according to our expert advisor, a seasoned AV integrator.
One final piece of actual “tech-y, audio-visual gear” you’ll need on your checklist is a camera. This one is pretty self-explanatory – you’ll need it to document the event!
But, when it comes to cameras, there are a few things you’ll need to consider. First, do you want to film a video or shoot photos? Second, are you shooting still images or is everyone moving around? Which lens you’ll need? What about a tripod?
These are all important questions to answer before choosing a camera – otherwise, you might end up missing out on some great shots.
9. Cables and cords
It’s always a good idea to bring extras of everything – and that includes cables and cords. From HDMI and DP cables to extension cords and power strips, make sure you have plenty of these on hand, just in case something goes wrong or you need to extend your setup.
Finally, you need to store your gear properly. Every piece of equipment, fragile or not, needs to come with its own box – that’s just textbook AV maintenance. Without it, your gear could get damaged, lost, or in the worst case – stolen.
So there you have it! These are the ten most essential pieces of audio-visual equipment every event planner needs. Of course, there may be other items you’ll need to consider, but it’s these you’ll most certainly need on every occasion.