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The AV Producer is Key to Legendary Events

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.

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Audio, Visual and Lighting Tips For your Next Hybrid Event

Let’s face it. COVID-19 has created a profound change in the way we meet and exchange ideas. Event organizers and managers are now faced with a sink-or-swim challenge – creating imaginative new ways to hold events or bust.

Out of necessity, but accustomed to always having a ‘Plan B,’ event organizers quickly pivot to a whole new world of challenges. Now the hybrid event, a combination of in-person and virtual experiences, is becoming the hottest trend in planning and holding events.

Organizing registrations, boosting virtual engagement, and networking for the hybrid option now propels your responsibilities to new heights. No less daunting is the task of ensuring that the technical aspects of hybrid events roll out without a hitch. Requirements for the audio, visual, and lighting aspects of a hybrid event have become doubly important.

Here are some tips to help you take on these technical challenges while considering attendees’ two different experiences during a hybrid event.

Choose A Venue That Can Support Technical Needs

For the in-person piece of your hybrid event, you have many new boxes to check when choosing a venue. Everything from a schedule to sanitize surfaces, to room airflow and physical distancing is now on your list. Audio, visual, and lighting capabilities should also be on your list when narrowing down the venue choices. But more on that below. First, let’s look at the factors affecting the streaming of your event.

High-Speed Internet + Loads of Bandwidth is A Must!

Maybe you’re planning a large-scale hybrid event that includes online learning applications, streaming audio/video, and the ability to download brochures or other digital materials. You’re going to need the highest speed internet and bandwidth possible. This is true, not only for online participants. In-person attendees also need uninterrupted access to their email and any streaming or virtual elements needed to connect with the remote participants.

Imagine a  couple hundred people using mobile devices and laptops simultaneously to participate in online polls, attend virtual lounges, and consume streaming audio/video. That’s going to take a lot of bandwidth! The more attendees you have, the higher the demand.

Inadequate speed and bandwidth can ruin your audio and video with remote participants experiencing lag time, or even worse – seeing a frozen screen and leaving the event thinking they’ve lost their own connection.

Ask the venue for their upload/download speeds. If your venue can’t support the demand or the cost is prohibitive, investigate purchasing an internet package from an ISP that provides wireless service for major events. You might even arrange for your own private network, which means you won’t have to worry about outsiders in the same venue gobbling up bandwidth.

Audio

What is the most common phrase you’ve heard online over the past year?

“You’re on mute.” 

“We can’t hear you.” 

“Sorry, we’re having technical difficulties.” 

Audio problems are one of the most common reasons people get frustrated in a virtual setting and leave, so you must get this aspect of your event right.

For crystal clear audio, include a quality microphone on the checklist for remote presenters. Ask them to ensure that they have a quiet room with no pets or children demanding attention. A good P.A. system is a must at the live venue, and presenters who move around will need lavalier microphones.

As for your web-based system, make sure you’re using an advanced online platform that includes reliable audio technology. For example, consider a Webinar Event Management platform that provides high-end customer support.

To avoid lag when remote participants interact with live presenters, ensure your audio streaming does not automatically include a delay.

Visuals

You’ve become a master of curating content at your events, packing them with fascinating guests, images, slides, and videos. At a hybrid event, you need to boost the engagement of virtual attendees who need extra attention to detail. For example, try adjusting your camera angles to show the presenters’ faces and expressions more clearly for remote viewers.

If you plan to show a remote guest on screen interacting with an in-person presenter, position a screen at the presenter’s side. When not used for conversation, this screen can be turned on to display remote attendees, connecting the two audiences. The live presenter can then turn to the remote guest and interact in a traditional in-person conversation.

For video and slide presentations, do tests to check if all visual elements can be easily seen when viewed on a laptop. You’ll need a high-resolution video feed to ensure your content is clear and legible, especially if the text appears on slides. Recorded videos should be shot with high-definition cameras for a crisp look, and screens should be big enough for both in-person and remote attendees to see the content.

Lighting

At a hybrid event, you need to heighten the immersive experience for your virtual attendees. Good lighting is crucial to ensure remote viewers feel like they really are a part of it all. Your expensive cameras and screens will be wasted without proper lighting.

One way to help remote viewers have the best experience is to include shots of the live audience during the action to ensure that lighting covers both the stage and the audience. In addition, lighting may need to cover specific audience locations, for example, where mics are set up for Q&A sessions.

Ask remote presenters to ensure a clean background with no distractions behind them and request they purchase a video conference lighting kit. These affordable video kits can include a stand, a phone holder, and an LED ring light that clips onto their laptop to soft light their face.

When looking for the best lighting options at the venue, consider brightness, adjustability, and durability. It would be best to choose durable LED floodlights for longer distances or a softer ring light for closeups of the talent.

Enlist Support

Even if you’ve thought of everything, minor and sometimes major mishaps can happen during any event.

If you want extra insurance for a smooth program, ensure technical support is dedicated to troubleshooting at the event. Internet connections, network, visual, audio, and lighting need constant vigilance to prevent and fix any issues.

Hold a rehearsal with support and include a team of testers viewing remotely on laptops to report any concerns. Keep a list of mobile phone numbers for each of your support contacts to quickly troubleshoot any problem that may arise.

The big day is coming! With eShow’s web-based products and services, rest assured you’ll have customer support helping you master the technical challenges of your hybrid event.

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