Since the onset of the Covid-19 pandemic, virtual and hybrid events have obviously increased in popularity. To compensate for the lack of in-person connection, businesses and organizations have sought innovative ways to engage audiences while simultaneously meeting their event goals. To hold audiences’ attention during virtual and hybrid events, event managers have taken advantage of technological advances in audio and video production to create engaging content.

To execute stellar events that include AV components, event organizers should consider allowing for an AV professional in the event budget.  An AV producer is that professional and can help the event team by managing all AV, livestream, and production of the event, from set-up to run-through to execution. Think of the event manager as Batman and the AV producer as Robin. Together, these “superheroes” can conquer mediocrity and rescue attendees from a ho-hum event program.

Employing an AV producer is one way for you to streamline event production in an event format including digital, in-person, or hybrid. But we advise to expand your backpack of tricks and be sure to incorporate a fully comprehensive platform into your budget. When you’re working on time-sensitive projects (like events), you don’t want to have to piece together multiple platforms to host a successful event.  

1.  What Does an AV Producer Do?

AV producers perform a variety of tasks and work with audio, video, and lighting equipment. These components need to be properly interconnected to computers to create harmonious and professional video presentations on-stage and online.

AV producers also prepare scripts for teleprompters, monitor live feeds to ensure quality, diagnose and resolve problems, and digitize data. They are the wizards of all things technical in event production!

On a higher level, AV producers plan and manage internal and external AV production communication and workflows, ensuring there’s an effective and prompt exchange of information while simultaneously maintaining high quality in project deliverables. Maintaining the AV budget is often part of the AV producer’s responsibilities.

 2.  Five Reasons to Seriously Consider an AV Producer

In general, an AV producer can assist in providing a smoother, more engaging, and better-branded experience for your attendees. Below are five reasons to seriously consider bringing an AV producer on board for your next event:

• Your in-house event team has limited time and/or resources (even if someone on the team is qualified).
• You want attendees to have a broadcast-level experience. 
• Your event includes VIP speakers or a large number of speakers. 
• Your event includes more than two sessions.
• Your event involves multimedia elements such as background music, pre-recorded video, or visual transitions. 

3.  What To Look for in an AV Producer

If you want to ensure that your AV producer can take your events from good to great, here are seven skills you should look for before bringing him/her on board: 

• Strong Communication:  Successful events rely on effective communication to ensure that the client’s vision is carried out. AV producers must be proficient communicators to receive direction, delegate, and convey any updates to AV staff and clients.
• Effective Time Management:  AV producers are expected to complete tasks on schedule so effective time management skills such as planning and timely problem solving are essential.
• Critical Thinking:  The role of AV producers involves complex problem-solving. They should be able to visualize the best solution for the client and troubleshoot and resolve issues that may arise.
• Perceptive/Detail Oriented:  AV producers work with technological components (software and hardware) that can be problematic at times. Effective monitoring of AV systems and being able to anticipate and meet the client’s needs are required to ensure a seamless installation.
• Collaborative:  AV producers need to be able to coordinate their tasks and goals with others on their AV team and other members of the event team. They should also be able to adjust their tasks should any parameters of the event change.
• Customer Service Oriented:  The AV producers that you hire will be seen as an extension of your company. You don’t want to have your brand tarnished by producers who aren’t punctual and are disrespectful to clients. They should also present themselves in a professional manner (i.e. attire, grooming).
• Keep Up With Industry Standards:  Because technology is ever-evolving, effective AV producers need to stay abreast of changes in the industry. This ensures that their skill sets are up-to-date and diverse.

Final Thoughts   

As virtual and hybrid events increase in popularity, the bar for experiences has been raised. While virtual events overall may be less expensive to produce, they are still held to high-quality standards by both attendees and event organizers. Attendees expect undistorted sound, sharp video, and other media elements that drive your message home and enhance the virtual experience. 

Depending on how robust your event goals are, investing in an AV producer could give your event the lift it needs while leaving you, as the event manager, free to focus on other aspects of the event. You’ll realize the return on investment when you receive positive feedback from attendees and turn them into repeat attendees for future events.

When performing any task under strained conditions, innovation is often necessary for a successful outcome. Holding events under pandemic conditions (virtual and/or hybrid), therefore, requires innovation. At eShow,   we’re always looking for ways to help our clients take advantage of advancements in the event industry.

Contact us today for a no-obligation demo.

We’ll show you how our comprehensive platform will make your role as an event manager easier. Our event platform allows you to scale your event strategy and incorporate virtual production as part of a larger hybrid event format. We help with everything from vendor management to data collection and analysis. You’ll have access to tools that result in legendary events and make you look like a superhero to your clients.