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AV Team: Key Members, Duties

When hosting an event, it’s important to have a dedicated A/V team who can help you optimize your operations and transform your presentations into a high production value affair. But, what is an AV team and what exactly do they do?

If you’re not sure of the answers to these questions, don’t worry. At DEXON , we ensure that our customers have all the information they need before considering hiring a full-size A/V team. To help you understand the true value of these professionals and what they can add to your AV setup, we’ve compiled this comprehensive guide that answers all your burning questions.

In this article, we discuss the definition of an AV team, explain their responsibilities, provide all the key information about the different roles and why it’s integral to use an A/V team for a successful A/V project.

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What is an AV team?

Before we get into the specifics, let’s first cover the basics. An A/V team is a group of professionals who each take responsibility for an aspect of an A/V display. This team consists of lighting, sound, audio professionals, each operating equipment and ensuring their part of the display runs smoothly.

The A/V works collaboratively with the presenter or coordinator of the presentation, ensuring that they enact their wishes of their event at all times. These professionals also liaise with venues and ensure that locations are conducive to a successful display, such as through assessing the acoustics in a location or determining which equipment they need for the event.

An AV team can vary in size, with some teams consisting of many individuals taking responsibility for each individual A/V element. Alternatively, an AV team can be made of a single A/V specialist who integrates all elements of visuals, lighting and sound to provide an impressive display.

What does an AV team do? What are they responsible for?

Depending on the size of an A/V team and specialties, these professionals will have different responsibilities. For example, an audio engineer has significantly different responsibilities to a visual and video engineer who coordinates display technology like matrix switchers , video wall processors and controllers .

In summary, an A/V team coordinates the audio-visual elements of a presentation, ensuring that they acquire the correct equipment and understand how to use this in a way that delivers the best audience experience possible.

One of the key responsibilities that these professionals fulfill is setting up equipment. This can refer to transporting equipment between venues, ensuring that equipment is able to deliver high quality audio, visuals and lighting and repairing systems if they need it.

Additionally, these professionals consult with the host of a presentation and essentially bring their ideas to life! This means that an A/V team will assess the presenter’s project objectives and incorporate this into their operation strategy.

For example, if a presenter is aiming to produce an interactive, a visual engineer may use interactive devices such as interactive whiteboards or video walls to act on their objectives.

Responsibilities are likely to vary depending on the complexity of the event. Therefore, the A/V team will assess the project needs and plan things like the necessary A/V equipment, budgeting and venue accordingly.

During the event, A/V professionals are responsible for monitoring their A/V equipment performance for the duration of the event. This means that professionals use a variety of systems to ensure that faulty equipment doesn’t impact the overall event. These professionals will also coordinate with each other and ensure they produce the correct lighting arrangements to correspond with audio and visual cues.

Prior to the event, one of the key responsibilities that these professionals face includes testing the equipment and conducting dress rehearsals to identify the appropriate cues for lighting, sound and visuals. Conducting thorough testing prior to the event allows professionals to identify any faults and rectify them before the event begins, optimizing audience experience and ensuring that hosts can provide a professional and smooth presentation.

Who are the key AV team members and what do they do?

Here’s a guide to the key AV team members and what they’re responsible for during an A/V project:

1. Video engineer

Video engineers are responsible for the installation and maintenance of visual equipment such as cameras, displays, and the corresponding control equipment. These professionals ensure that all equipment operates to provide an impressive and engaging visual display that retains audience engagement throughout the experience.

Video engineers may work to ensure they display the correct input signals, optimize video quality and ensure that visuals link up with sound to produce a seamless display.

Video engineers work with a multitude of equipment, including interactive displays like video walls and the accompanying equipment. They will ensure that this equipment works in collaboration with each other, providing high-quality visuals across a video wall display no matter the size of monitor boundaries.

For example, a video engineer will work with equipment like processors and controllers to arrange footage across a video wall in the presenter’s desired arrangement throughout their event. Additionally, these professionals will work with equipment to display the correct content, such as streaming web-based content or splitting monitors to show different snippets of content on a video wall.

The key reason that video engineers are so integral is because these professionals play a crucial role in video quality. Good quality visuals can positively impact audience engagement levels, so it’s important to hire these individuals to improve audience experience.

2. Audio engineer

Audio engineers are responsible for operating audio recording equipment, speakers and microphones to ensure that the sound elements of a presentation match up to lighting and visual cues.

These professionals use technology like soundboards to produce accompanying sound effects to a presentation, playing a significant role in audience engagement. These professionals will consult with the host and make important decisions on the kinds of equipment that presenters need for a successful presentation. For example, audio engineers will help presenters decide whether using wired microphones or wireless options is better for their presentation style.

Again, these professionals are integral for audience engagement as they will assess whether the audience will be able to hear and immerse themselves into the presentation experience.

3. Lightning director

Lighting directors are responsible for establishing the mood and atmosphere during an event by manipulating lighting equipment to match audio and visual cues. These professionals work with a multitude of systems that arrange lighting, color and texture in a venue.

Lighting directors work from cues within the rest of the event such as audio or visual cues and arrange their lighting to accompany the atmosphere in the venue.

A lighting director also ensures that lighting equipment works in collaboration with other A/V equipment and liaises with venues to understand whether their lighting equipment is suitable for the type of event they’re hosting.

Directors play an important part in holding audience engagement, ensuring that they provide an exciting and engaging visual experience to accompany the rest of the event.

Are there any additional roles in an AV team?

Despite these three professionals making up the primary bulk of an A/V team, there’s actually other professionals that you may wish to include in your A/V team to optimize your display and resulting video footage:

1. Set designers

Set designers are critical professionals who help to set the stage for your event. These professionals will design the scenery for your event, arranging the venue to match the theme of the event.

For A/V displays, these professionals play an important role in ensuring that stages are set in a way that isn’t distracting for the audience. 

Editors work with all members of an A/V team to edit visual and sound recordings from an event. These professionals work with editing software to enhance events by snipping clips together, enhancing video quality or editing audio to better fit visual footage.

Editors play an important role in making video footage engaging, as they have the ability to manipulate footage, produce effects and overlay sound.

Why is it really important to have a good AV team?

The importance of having a good A/V team to coordinate your event lies within audience reaction. A standard event with poorly coordinated lighting, visuals, and sound is likely to bore your audience, meaning your message is easily lost. One of the best ways to boost engagement and ensure your audience is immersed in the A/V experience is to use an A/V team who can help an audience connect with your presentation, leaving them with a lasting impression of your event!

Here are some other reasons why it’s important to use an A/V team:

• Reduces the number of faults within your presentation
• Ensures that you properly maintain your A/V equipment
• Makes presentations much easier to follow
• Manages the presenter’s own workload

Final thoughts

In summary, using an experienced A/V team to optimize your event is a great way to boost audience engagement and provide an edge to your presentation. This can also help you get the most out of your A/V equipment, ensuring you reap the full benefits of complex technology like switchers, processors and matrixes. To find out more insider A/V tips and tricks to improve your events, check out DEXON’s blog or browse our product family to find technology that can help you take your event to the next level!

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• Audio Visual , Event Planning , Event Production , Technology

Setting the Stage: Audio Visual Event Management

• August 31, 2018

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The events industry is constantly evolving. But, there is a universal truth when it comes to corporate event production: visuals, particularly when paired with audio components, drive messages.  Whether you’re hosting a hybrid, in-person, or virtual event, your goal should be to engage your audience with high-quality, consistent audio-visual services.

Whether your aim is making sales or presenting information, giving your audience a high-quality, consistent audio/visual experience is crucial to making sure they focus on the message, not the medium. While some event components can be expanded or contracted depending on in-the-moment need, sound, lighting and visual systems are the centerpiece to every keynote and speech, and often the sole teaching tool available to presenters for sessions and class-style presentations.

So what do you need to know to make sure that your great event leaves every attendee talking about all the right things, rather than gossiping (or worse, posting) about the wrong ones?  The AV tech requirements for events will vary on several fronts – the number of attendees, for example, or the capabilities of the conference room, hotel, or virtual platform. Here’s a short list of five things you need to know about setting up audio visual technology for your event.

WHO: HIRE AN EXPERT

Every large conference room brings a flurry of AV needs from presenters and speakers, each with their own tech-compatibility quirks. This keynote presenter only has a USB flash drive, that emcee only has access to an online file with their PowerPoint, and yet another session leader is using Android or Apple-based access when the event is all but programmed for the “other” operating system. Audio visual requirements for events are never something you should be researching or discovering the day of an event!

Work on reducing the scope of these challenges by having a single, consistent point of contact for all AV-related needs and questions prior to and during your event. For the best results, look into hiring a great event production company that specializes in audio visual services , like Vario. This will ensure nothing important “falls through the cracks” as the event day looms. Additionally, the AV company will facilitate communication and avoid misunderstandings between your company and the event location staff.

WHAT: REALISTICALLY PLAN FOR WHAT YOU NEED

Much like the contents of a suitcase before a business trip, you should include everything you need in your audio-visual package, as well as some “just in case” capabilities to weather last-minute changes. When in doubt, go a little bigger, or opt for additional AV equipment whichever audio system might end up in high demand – an extra screen, additional lighting, speaker, brighter projector , or monitor can make all the difference at an event if rooms are moved, or structural acoustics end up being exceptionally poor. While duplicates of some larger, expensive pieces might not be feasible, you might be surprised at how handy an extra projection screen or two can be in the event of a last-minute lineup addition or swap-in.

With so many moving parts – literally, in some cases – the best move you can make for event success is to call in the experts. DIY approaches typically fail when the event organizer is called away to put out proverbial fires elsewhere during the live event, or unexpected obstacles crop up right before show time. For example, if an outlet turns out to be a “dud” or unable to handle the power needs of AV equipment, professional help means that an alternate power solution will be seamlessly implemented, and you’ll avoid disrupting the flow of events.

With the right kind of AV equipment – extra power cords, splitters, backups, wire covers to prevent tripping, and so on – being adequately prepared and ready to go in the event-crisis types of situations will allow your live event to continue without so much as a blink on the big screens.

WHERE: KNOW WHAT YOU’RE WALKING INTO

The larger the event, the larger the demands on an AV system. The event location’s attributes are also a determining factor in what type of AV should be used. For example, if the ballroom you booked has wrap around windows with amazing natural ligh t, we’ll advise you to go with LED walls vs. rear projection .

If your ballroom has low ceilings, we’ll choose ground supported audio-visual equipment over rigged trussing. For these reasons and more, a professional event production company will request most venues walkthroughs during the event planning process. Room dimensions, power supply, IT infrastructure, and venue load-in restrictions should all be discussed well in advance.

WHEN: TIMING AND PRESENTATIONS

Timing is important not only during presentations, but also before and after your event as well. You will want to discuss venue hours with your event audio-visual provider to ensure they have enough time to set up and break down the AV equipment without disrupting the traffic flow of your attendees. Leave enough time for testing all components of a system the day beforehand – you don’t want to find out the hard way that glare from nearby windows will make projection text virtually unreadable!

Stand at both the front and back of the presentation space during audio checks to determine optimal volume levels; this attention to detail will prevent the last few rows of a capacity room from “leaking out” the doors due to frustration over not seeing or hearing a presentation.

HOW: MAKE A LIST AND CHECK IT TWICE

Much like any other aspect of a well-structured event, you’ll want to keep everything looking polished and running smoothly by planning ahead. Remember that single point of contact mentioned earlier? He or she should compile a cloud-accessible master list of when and where each presenter will be, as well as compiling any digital files available from presenters in the same cloud-accessible place. If a USB drive goes missing or an email file isn’t appearing where it should, having this backup can mean the difference between saving a session or looking inept in front of your audience.

Always know how each presenter is planning on running their personal segment of the show and your audio-visual programs and operators will never be caught off guard. Planning a virtual event? Pre-production coordination, logistics, and testing are even more crucial with little to no time available for making last minute changes. You’ll want to invest effort in preparing a solid Run of Show down to the second of what remote presenter should be live on screen, what content/slide should be up, and what is next on deck.

BEFORE YOUR EVENT: AN AUDIO-VISUAL TIMELINE

While this list will vary depending on the time and access you have to your venue of choice, here is a rough timeline of pre-event tasks to follow. Keep these surprisingly simple (but easy-to-overlook) deliverables in mind to ensure an optimal audio-visual experience for all your event attendees:

• One Month Out: Contact each of your speakers, confirm that they will be attending, and get rough estimates on the length of their presentations. Ideally, you should also get copies of any digital files, sound tracks, cues, transcripts, etc. at this time as well. Use this information to assign meeting rooms, confirm session tracks and schedules, and commit audio-visual event resources to the appropriate times and places during the event. Determine if the size of your audience at any given session will warrant a 1, 2, or 3-screen setup for maximum visibility.
• Three Weeks Out: Discuss AV setup and breakdown time requirements with your audio-visual providers and your venue manager, and make sure those AV requirements end up incorporated into the overall schedule. Rushing the setup of screens and speakers will lead to mistakes and potentially leave a session speaker “stranded” without the AV equipment that should have cycled to his or her presentation space.
• Two Weeks Out: Confirm with the venue that all existing components needed – chairs, tables for sound board , stands for screens and mics – will be in place. If the venue isn’t providing body and/or stage microphones as well as headset microphones , make sure your event audio-visual equipment providers have that aspect handled. Coordinate who is going to meet the AV team for the event, where they will be meeting them, and when they will need access to the event space for initial AV setup. Make sure everyone involved has one another’s phone numbers and emails to prevent last-minute miscommunications.
• One Week Out: Confirm with the venue that all existing components needed – chairs, tables for sound board , stands for screens and mics – will be in place. If the venue isn’t providing body and/or stage microphones, make sure your event audio-visual equipment providers have that aspect handled.
• Day of Event: Keep yourself available in case your well-constructed plans hit a snag; however, with thoughtful preparation out of the way, your event should look, sound, and run efficiently. Take advantage of heavy attendance in one small meeting room to test the visuals and acoustics of another prior to the next session starting. This step ensures that your event attendees are always enjoying presenters in perfect clarity.

The good news is that you don’t need to know everything about audio visual services and requirements for an extraordinary AV experience. The AV experts at Vario will address every aspect of your next corporate event, allowing you to concentrate on the bigger aspects of your affair for remarkable results. We understand the demands of events just like yours, and want to do everything in our power to make them incredible – from beautiful, crisp, clear visuals to detailed, intricate audio quality that captures the essence of your invited presenters.

With Vario, a full service event management company , you can put your worries to rest and simply enjoy your event. Whether you need audio visual for a large conference , sales meetings, or any other type of event, from projection screens and cables to speakers, we provide everything you need for a seamless experience, each and every time.

Hosting a memorable, profitable, or successful event requires a lot of teamwork and cutting edge technology , no matter what your industry or occasion might be. Make sure that you aren’t accidentally making more work for yourself by addressing these five important guidelines for your audio visual needs. Even if you’re celebrating the very first event for your company or cause, it doesn’t have to look that way – in-the-know hosts team up with professional audio-visual providers to ensure every lineup appears as though they’ve been doing it for years.

Whether you need an intimate setting or large-scale production, sights and sounds of your event should be as bold, attention-getting, and intelligent as the concepts making use of them, so make sure to add Vario to your lineup for sensational AV event technology services .

BONUS: IMPORTANT THINGS TO REMEMBER:

• It’s not uncommon for presenters to arrive digitally unprepared: Whether they’re forgetful or something important got misplaced at baggage claim, your event should always operate under the assumption they’ll need support. As far out and as often as possible, ask your presenters to send all files associated with their presentation to your specified AV contact.
• Don’t rely on the venue’s internet service: Even the best presentation equipment and audio visual event planning management can’t compensate for spotty Wi-Fi when the internet is crucial. Encourage every attendee with web-connected or live portions of their presentations to keep some screenshots or alternate content in case of connectivity issues. At the very least, these stopgaps will keep the audience focused on the presentation while the venue looks into the signal issue.
• Free Wi-Fi and/or power may not be included in your contract: This tip is particularly important to new event hosts, who may be unfamiliar with venue rentals . Often, internet and power accessibility are a separate line-item on a contract, particularly where large, professional audio visual equipment for events is concerned. Make sure you discuss and verify your needs with both your AV provider and your venue well beforehand and get everything in writing!
• Don’t assume rigging points will hold your overhead materials: Posters, props, screens, and other overhead items have wildly different weights, and it should never be assumed that a rigging point is equally suited to every weight. Know the weight, number of tether points required, and size of anything you need hung overhead, particularly when it comes to screens. Verify with your venue that their existing tether points are suitable for your materials – it helps avoid accidents and liability on both sides.
• Always bring more extension cords, high-visibility tape, and wire bridges: Large events mean a lot of foot traffic, so instruct your AV team to bring ample materials to keep wires as flat as possible. Tripping and falling hazards don’t make for an enjoyable event experience, nor does unexpected damage to AV equipment.

FREQUENTLY ASKED QUESTIONS

What are av equipment requirements.

Some sound equipment requirements include a mixer, electronic consoles or sound board to control feedback, combine audio signals, projectors, microphones, frequency band, transmitters, and adapters for the event. These types of equipment are crucial for the success of an AV event.

What Is AV Planning?

AV planning involves the organization of an event involving a variety of audio and video equipment. It’s oftentimes considered a blend between construction and event technology because it requires the setup and maintenance of cutting-edge technology and equipment. The primary goal is to ensure the event is planned and executed successfully.

What Is an AV Person?

An AV person is an event planner who is responsible for setting up and maintaining the sound equipment and video recording equipment for an event. These e vent planners typically operate the video recorders, projectors, microphones, external sound systems, and stage lighting equipment.

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Table of Contents

What is virtual event av production, why should you invest in virtual event av production, two popular myths about virtual events and av production, 5 scenarios where you should consider av production, av production services and resources, budget considerations for av production, 3 tips for getting started with av production teams, hybrid event av production, key takeaways: embracing virtual event production, the av production guide for virtual events.

Discover best practices for virtual event AV production, uncover why you want AV support, and learn how to align with your AV team.

Virtual Event AV Production refers to the audiovisual (AV) production and event technology used to produce a virtual, in-person, or hybrid event. Virtual event production can include services, equipment, tools , and personnel with the expertise needed to deliver an exceptional audio visual experience.

Check out our guide to the most common AV event production terms , so that you can communicate effectively with your AV production team.

Whether you are producing an in-person event, virtual event , or hybrid event —the audiovisual equipment and resources enhance the attendee experience, speaker experience, and help support the behind-the-scenes team in running the event.

At the end of the day, virtual events are often held to a higher standard by both organizers and event attendees. As Aleksandra Panyukhina writes in this guide to virtual event differentiation , there are more virtual events now than ever before.

On the one hand, this means that audiences are primed and ready to jump into virtual experiences. On the other hand, this also means that the bar for virtual experiences has been raised.

Attendees expect crisp sound, sharp video, and any number of media flourishes that help drive your message and make for a uniquely engaging virtual experience.

Keep in mind that virtual events are complex. They include multiple sessions, speakers, and tracks that are broadcast live or on-demand—and they require the facilitation of a variety of ways for your attendees to engage with event content.

While virtual events are an exciting arena and can be enhanced by virtual event production, certain types of events like casual virtual happy hours, lo-fi one-on-one discussions, or internal meetings may not require the additional production lift. Speak with your team about your event goals to determine if investing in a virtual event AV production team is the right fit for you. And if you’re looking for inspiration, we’ve put together a comprehensive list of virtual conferences happening in 2021 .

Because virtual events tend to be less expensive to produce than in-person events, there’s no need to invest in high-quality event production.

This is a common mistake for first-time virtual event organizers. While virtual events overall may be less expensive to produce, they are still held to high quality standards from both attendees and event organizers as virtual events become more commonplace.

Plus, quality AV equipment and teams can be expensive, and you really get what you pay for. So you’re more likely going to be reallocating budget from venue and food expenses to AV expenses.

As virtual event production surges in 2021, the distinction between webinars and virtual events has become more defined.

In reality, there are more virtual events happening every day, and those events tend to be longer than webinars. Attendees have little patience for poorly produced events and may lose interest very quickly. A high-quality virtual event keeps the audience engaged and creates highly impactful experiences.

Virtual events can be likened to broadcast television and streaming shows. Unlike webinars that last between 30 minutes to an hour, broadcast television and streaming television prioritize both quality content and production. This means putting resources to high-value audio, visual, and effects that help keep viewers engaged in the content.

For more information on the difference between webinars and virtual events, check out the Going Hybrid Ebook . 

There are many benefits to including an AV production team in your next virtual event. Partnering with an AV production service can be a huge lift for resource-strapped teams, it can enrich the speaker experience when onboarding, rehearsing, and broadcasting speakers and their content, and it can provide a smoother, engaging, and better branded experience for your attendees.

Here are 5 instances where you’d want to seriously consider including AV production resources:

• When your in-house team has limited time and/or resources
• When you want to deliver a broadcast-level experience to your attendees
• When a virtual event includes VIP speakers or a higher numbers of speakers
• When your event includes more than two sessions
• When an event requires multiple technical elements such as background music, pre-recorded video, or visual transitions

If your event meets any of the above criteria, you may want to consider investing in AV.

Below is an example of how we leveraged an AV production team to deliver a well-branded keynote presentation by our CEO Eran Ben-Shushan.

Check out the session recordings from (Almost) IN-PERSON , our first-ever virtual event, for more examples of how an AV team can elevate your virtual event experience. 

There are a variety of services and resources available under the larger branch of virtual event AV technology. Here are some relevant services and resources to look for when evaluating virtual event AV teams.

Live Event Support

Live event support can include real-time technical support for your team and your attendees, a professional event moderator to help with your sessions and speakers, playing pre-recorded videos day of, and more.

Pre-Event Preparation and Training

Pre-event preparation can include a number of onboarding activities like speaker and moderator training, audio & visual best practices, and alignment on the run-of-show. It should also include more technical aspects like pre-event technical reviews, network & system configuring, content preparation, and rehearsals.

Streaming Recorded Event Sessions

If you’re planning to get even more out of your virtual event by offering sessions on-demand once the event is over, an AV production team can help. Many virtual experience solutions offer the ability to record virtual sessions but AV production teams can also support recording, editing (in case you’d like to adjust how your session recording lives on in perpetuity), and streaming on-demand content for once the event is over.

Fully Produced Virtual Event Sessions with Live and Recorded Content

A fully produced virtual event requires a comprehensive approach to managing all pre-event, day-of, and post-event production needs. For example, you may want to include different technical elements like sponsor or advertising inserts, slides, lower thirds, remote camera set-up and operation, video conferencing feeds, and customer composites.

A big question for event organizers running virtual events is, “how much should I expect to budget for an AV production team?” Rightfully so, event budgeting is a pretty big deal.

There are a couple of steps to consider when determining how much to allocate towards AV production at your virtual event.

First, you can determine your AV production needs based on the following questions:

• How many days do you expect your virtual event to last?
• How long is each day of your virtual event?
• Are there concurrent tracks for each or any of those days?
• How hands-on would you like your AV production team to be before and/or during the day of the event?

Once you’ve determined the size and scope of your event, you’ll have a better idea of how much to allocate in terms of time, resources, and budget for AV services.

You can then design a budgeting matrix to understand where you want to allocate resources towards different components of your virtual event. We created a simple version below as an example.

Before you scroll down to the matrix, take a second to review the budgetary buckets that we’re considering:

Virtual Event Technology

A virtual event platform that aligns to your event goals will be one of the most important investments you make when creating your virtual event budget. You’ll want to consider how your virtual event technology fits into your existing event marketing stack, the experience for both speakers and attendees, as well as the data captured during your event. Your event goals should align with the technology capabilities.

AV Production and Services

This is the meat and potatoes of what we’re talking about in this post. As we’ve already discussed, a virtual event AV production team is a crucial investment that can help elevate the attendee experience and streamline the behind-the-scenes operations. When it comes to budgetary items, you’ll want to earmark some funds for AV personnel, equipment, or both depending on your needs.

Speaker Fees and Speaker Gifts

While onsite resources are less important for virtual events, speaker fees may still prove relevant. This includes any speaker fees, gifts, or resources needed to book speakers for your virtual event.

Here is an example budget for a virtual event with 12 speakers and 10,000 attendees.

Overall, we expect virtual event costs to mimic in-person costs. Though there is a reduced price tag on personnel fees, venue fees, and F&B fees, event technology and equipment expenses replace those typical in-person line items.

Here are three simple ways to get started when partnering with an AV production team for a virtual event. For additional details, check out how we launched our second virtual summit, (Almost) HYBRID .

• Understand the size and scope of the virtual event you’re looking to launch by creating a run of show to help you align with your AV production team (like the one found in our Virtual Event Production Kit ).

• Start discussions early with your AV production team. There’s a good chance you’ll need to rehearse with them at least once (and potentially multiple times) to make sure that everything goes off without a hitch.
• Establish an open line of communication with your AV team through a chat application like Slack, Microsoft Teams, or WhatsApp. This can help facilitate questions before the event but is also very helpful for keeping tabs on what’s going on during the event day.

If you’re planning a hybrid event , you might need two different types of AV teams – an on-site team and a virtual support team. Or, you might be able to find a vendor who offers both online and in-person technical support.

There’s also different elements to consider for your on-site portion of your hybrid event versus your online element. For example, you’ll need reliable WiFi, charging access, microphones, and more for your venue, but you’ll also need a hybrid event platform to power the experience of your virtual attendees alongside your in-person ones.

Hybrid events will bring about a new set of challenges for AV production. Finding the right partner to help you produce your virtual and in-person elements can make all the difference. A few virtual and hybrid event platforms, like Bizzabo, offer virtual production services. This is a great option because these experts are already well-versed in their particular software and can help you take your virtual audience’s experiences to the next level.

Virtual events come with a heap of logistical processes and expertise that are outside of the traditional event marketer’s toolkit. Fortunately, virtual (and hybrid) AV production services are there to help event marketers bring high-quality experiences to life.

To get started with virtual event production, keep in mind a few things:

• Consider AV production when a virtual event needs additional resources, includes a large audience or a large number or speakers, or if your event requires multiple technical elements for a proper event execution
• Educate your team on the variety of AV production services and resources to align your needs with your virtual event goals
• Incorporate your budget considerations for AV production in your larger event and marketing resources by breaking down the prices of each line item
• Arm yourself with best practices and resources to get the most out of your AV production teams
• Look for a hybrid event platform so that you can scale your event strategy and incorporate virtual production as part of a larger hybrid-ready program

For even more resources, download our comprehensive kit of virtual event production templates to help you launch your next virtual event.

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AV Checklist: An Audio Visual Guide for Event Planners | Earle Brown

Mar 26, 2020 | Events

If you’ve ever witnessed a striking presentation, moving speech or engaging video display that took a corporate event to the next level , you can thank AV equipment. Audio visual equipment is the silent hero of many events: It ensures that a speaker’s voice carries to the furthest reaches of the event space and provides mood-appropriate lighting for conferences and corporate workshops. Versatile and vital, considering audio visual needs is an important part of the event planning process. Explore our definitive guide to AV equipment and needs for several types of events, including easy-to-use, endlessly customizable AV checklists you can use to plan your event:

What is AV Equipment?

Av checklists for events, av tips for planning events, av capabilities of earle brown heritage center.

AV equipment is electronic media devices and equipment that includes both an audio (sound) and a visual (sight) component. AV items are vital to events that include presentations, speakers, music and beyond; Most events will require basic audio visual equipment. What is considered “AV equipment” will vary from venue to venue, so it is important to consider the unique AV gear and services your event may require beyond a standard AV equipment suite.

For example, a corporate conference for which the company plans to project a custom logo light onto the event floor may require a certain type of lighting or specialty light rigging. An awards ceremony that features two presenters on opposite sides of a stage will require two podiums, two microphones, and so on.

Proper AV equipment can elevate an event or presentation by adding a level of professionalism and sleek, cutting edge technology. Sourcing, setting up and managing AV equipment at an event may seem like a daunting task to event planners, but connecting early with your venue and communicating clearly about your AV needs will help alleviate AV anxiety and provide you with the support system you need to execute your event.

An excellent place to start when planning AV for an event is to ask your venue for an audio visual equipment list. Once you have an understanding of what pieces of AV gear your venue can provide for your event, you can add or subtract equipment according to that event’s specific needs.

Audio Visual Equipment List

To get you started, here’s a basic AV checklist for events, including considerations to make regarding specifications:

• Microphones – Wired or wireless, lavaliere, table or floor stands?
• In-house lighting – Adjustable in every room? Supplemental lighting needed?
• In-house sound system , or supplemental needed?
• Portable sound system required, or is in-house system sufficient?
• Mixer board(s) – How many?
• Electrical supply sufficient , or additional needed?
• Video cameras – How many?
• Desktop – Laptop computers? How many?
• Podium – How many? With or without microphone(s)?
• Two-way radios – Reception capabilities in all areas?
• Projectors – Built-in, or special order?
• Technicians – Camera, lights, sound, projection?
• Screens – What size? How many? What type?

AV For Meetings

Off-site corporate meetings are a welcome change of scenery from your company’s tried-and-true conference room, but AV for meetings can require some special considerations. Your meeting AV checklist may include monitors, projectors, built-in LCD displays or screens, speakers, microphones and video cameras.

If the meeting will involve a large number of people logging into the venue’s WiFi network, consider: Does the venue offer free WiFi, or is there an associated cost? Are there dead zones in the venue? Will the presentations be live-streamed? Will there be simultaneous events heavily relying on the same network that day?

A well-planned, thoughtfully-considered AV setup can solve many problems meeting attendees may face, from connecting devices and sharing materials to ensuring the back of the room can hear presentations loud and clear.

AV For Conferences

Audio visual equipment for conferences often overlaps largely with AV for meetings, but on a larger, broader scale. That said, a conference room AV checklist will look very different from an event setup checklist for a multi-room or full-venue conference. Audio visual for conferences can get complicated as you factor in speaker-ready rooms, multiple presentations or speakers, or additional event days, but a baseline of knowledge regarding your venue’s provisions and your event’s needs can help mitigate confusion.

Conference room audio visual requirements may include one or more video display screens whether for video conferencing, presentations, or referring to materials on a computer. The exact visual system needed will depend on the scale of your conference. HDTV screens can work for smaller conferences, while a projector and screen works well for larger rooms and groups. You’ll also need an audio system appropriate for the size of your room: For small conference rooms, the venue’s tech for clear audio from a computer or camera should be enough. For larger conferences, you may need to consider microphones and speakers. Again, context is key when it comes to AV event planning: The in-venue sound system for a dedicated seminar hall will be much different than what’s available to you in a small conference room!

In a larger space, your conference equipment checklist will include more of everything: More speakers, more microphones, more display screens. You will also want to have a clear handle on the lighting capabilities of the space and the control systems that may be in play.

Any type of audio visual event planning will almost certainly need a thorough checklist — or more than one! You may want to create separate checklists for each stage of your AV planning, from your first site visit at your venue to a day-of setup guide. Below, we’ve provided a few AV checklist template ideas you can use to create your own checklist. Add or subtract bullet points as needed to suit your event’s unique needs!

AV Site Visit Checklist

During your site visit at your event venue, you’ll want to confirm the venue’s experience with audio visual events , their in-house AV equipment and capabilities, and their policies and capabilities regarding additional equipment and technology. Here’s a few checklist items to get you started:

• Check that the actual room dimensions are suitable for needed AV setup
• Note any space obstructions that may interfere with your setup
• Review AV placement as it relates to event traffic flow
• Test any adjustable house lighting in each room
• Confirm high-speed Internet access and price, if applicable
• Confirm broadband width, satellite capabilities, etc.
• Microphone availability, capabilities and types
• House sound system, if any, and capabilities
• Display screen availability and quantity
• Projector availability
• Laptop computer availability and quantity
• Review venue policy regarding a 24-hour hold of the space for AV setup
• Review the in-house security policy regarding AV equipment

Questions to Ask Your Venue or AV Company 

• What does the venue supply itself?
• Does the site have a specific supplier contract? If so, do they allow outside vendors?
• Is there an in-house electrical supply available?
• What is the ceiling clearance? Are there any ceiling obstructions, such as chandeliers? 
• How soundproof are the walls/partitions?
• What elements of the room can/cannot be blocked by stands, stages, seating, etc.?
• Are there any known spots where light sources or immovable components of the space (pillars, etc.) could interfere with a projection screen?
• Are there house lights, and if so, where are the controls?
• Any restrictions on stage lighting?
• If special lighting is needed, does the venue have rigging capabilities? 

AV Event Setup Guide

It’s the day of your event, and excitement is in the air! But before you can get swept up in the festivities, you’ll need to facilitate the setup of your AV equipment. Here’s an AV setup guide for events to get you started on building your own:

Questions to Ask Your Venue or AV Company Prior to Setup

• What is the expected setup timeframe?
• Is there an accessible dock and elevator for moving heavy equipment?
• Given our requirements, will additional electrical supply be needed? 
• What backup equipment is available onsite? 
• What are the onsite set-up/breakdown times and security policies?
• Are there onsite AV experts or technicians? How many? During what times?

Pre-Event Admin Tasks

• Review your AV order line by line
• Review your setup timeline with your venue
• Schedule an onsite rehearsal
• Set-up an AV matrix of equipment needs per day, hour-by-hour, room-by-room, including speaker name and topic, if applicable
• Once your timeline is finalized, distribute it to all applicable parties well in advance
• Assign volunteers/staff persons to attend or monitor each function, if applicable 

AV Event Setup Checklist 

• Meet with venue coordinator or contact to review the setup timeline and event program
• Oversee equipment load-in and setup, if applicable
• Orientation for any event volunteers/staff persons, including DJs, musicians, speakers/presenters, etc. 
• Oversee rehearsal with AV techs and key players
• Check all AV equipment for each function
• Check speaker-ready rooms, if applicable
• Set all rooms and AV equipment for the top of the event

Speaker/Presenter Requirements Checklist

There’s no limit to the ways in which AV requirements for events can differ depending on the type of event, hosting company or group, and audience. As such, here are a few additional audio visual tips tackling topics we’ve not yet touched on:

• Some AV technology and gear can assist with promotion or networking opportunities, like interactive screens, live Twitter feeds, or specialty apps. Consider whether your event might be an appropriate opportunity to explore these exciting, engaging AV tools! 
• Some events may necessitate AV considerations for accessibility, like on-screen captioning or other technology/gear for hard-of-hearing or deaf audience members, audio capabilities for seeing-impaired or blind individuals, and so on. Be sure to fully investigate what the AV accessibility needs of your attendees may be as well as what accessible technology/gear your venue can provide. 
• If an event includes different presenters, each presenter may have different AV requirements. Be sure to touch base with each presenter and create a thorough list of their individual AV needs.

As a versatile event space, Earle Brown Heritage Center has all the AV equipment and capabilities you’ll need for a successful business meeting or conference, trade show, team-building workshop, company retreats and other corporate events. Each of our elegant rooms is equipped with full tech services , sound equipment and a hanging screen. 

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What are Audio Visuals (AV) in Events?

Have you been to an event where the audio was so poor that you couldn’t hear the speaker at the back of the room? Or maybe you attended a conference where the presentation slides were so blurry that you couldn’t read the text?

If so, you understand the importance of audio-visual (AV) for successful events.

Now, let’s get right into the topic and understand what role audio-visuals play in an event setting.

What does A/V stand for in an event setting?

In the event setting, A/V stands for audio-visual . AV can be broken down into three main sections—Sounds, lights, and visuals. Examples of A/V equipment used in events are microphones, projectors, screens, sound systems, and cameras.

A/V is vital in events for presentations, conferences, music performances, and other similar activities to enhance attendee engagement and improve the overall event experience.

Use of AV in Events

Audiovisuals refer to any media that combines both audio and visual elements.

In the case of events, audiovisuals refer to a variety of media such as video presentations, slideshows, sound effects, music, and lighting effects. It helps convey information in a more engaging and memorable way.

For example, a video presentation may be used to introduce a keynote speaker or showcase a product, while music and lighting effects can help create a certain mood or atmosphere.

Other AV terms used in the events industry

As more tech is introduced within the events industry, you’ll see newer abbreviations. Here’s a quick list to get you started:

4K : This refers to a high-resolution video format with 3,840 horizontal pixels and 2,160 vertical pixels, for a total of about 8.3 million pixels. This is about 4 times higher than HD.

AI : Artificial Intelligence used to automate processes in AV systems

CAD : Computer-aided design used to create accurate blueprints and designs for systems and installations

LED : Light-emitting diode used for energy-efficient lighting that lasts longer than traditional lighting

PoE : Power over Ethernet allows devices to receive power and data through the same cable, simplifying installation

VR : Virtual Reality is used to provide immersive experiences for attendees through specialized headsets. This helps you provide users with virtual tours of different locations without needing to physically be there.

AR: Augmented Reality is a tech that is used to demonstrate how products would appear in a user’s existing space. This is done by overlaying graphic objects onto live camera footage of the real world, giving users an enhanced view of their surroundings. These graphic objects stay in the same location in real-world space, even if the user moves their camera.

Projection mapping : A technique used to project images or videos onto objects or surfaces to create a unique visual experience

Live streaming : The process of broadcasting an event over the internet in real-time, allowing remote viewers to watch the event from anywhere in the world

Video conferencing : Allows attendees to participate in the event remotely and interact with other attendees through video and audio channels

Interactive displays : Allows attendees to interact with the event content through touch, motion, or voice commands

Event ticketing app : A mobile app designed for attendees to access event schedules, speaker bios, and other relevant event information

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AV Powerpoint Tips

Welcome to our series on presentation advice from an AV production perspective. At BVC we have produced 100’s of meetings, giving us loads of experience on the best techniques and advice for ensuring a high quality meeting. Attention should be your number one priority for your attendees. Many planning teams value this goal but are not sure how to guarantee this success through audio visual production. Whether you are hosting a $100 meeting or a $100,000 meeting, you need each and every attendee to be fully attentive.

In this series, we will provide advice on key aspects of AV, giving you valuable ideas on how to coordinate with your AV team. We will focus on video displays (large screens, PowerPoint), sound design (microphones, Q&A sessions), proper lighting techniques, and displays. We hope you find this information valuable and for more detailed advice feel free to reach us on our website  or our Facebook .

While nearly every single business meeting relies on PowerPoint, many presenters still do not know the how their PowerPoint will look on a big screen. All the basic rules still apply when using large venue screens, but we would add some additional pointers to make your presentation the best it can be.

• Bigger screens mean better visibility for all your attendees. For every person who cannot read the content on your slide, you are wasting valuable resources. Everyone needs to see or they will miss out on all your hard work.
• We have all heard the “less is more” mantra for PowerPoint, but with large screens this becomes even more important. Despite the big screen size, attendees will struggle to read small text which will distract them from your valuable content. **Great tip: after creating your slides, step to the back of your room and see if you can still read your slides, if not, then you have to make the text bigger
• A great presentation should ALWAYS fill the screen. Have you ever seen a power point with black bars around it? This means your slides are not sized right for the screen. Always coordinate with your AV team to figure out the aspect ratio of your screen. Empty space will distract your listeners and cuts out valuable space for your slides.
• The bigger your screen, the more important high resolution pictures become. If your picture looks grainy, then people will be distracted. Have you ever tried to watch a Netflix video with a grainy picture? It is hard to pay attention. Don’t do this to your attendees!
• Everyone should use a slide advancer. These are remote controls that advance the slide for you. This ensures a seamless presentation and gives you control over when to switch slides.
• Confidence monitors can really help you focus on the audience, and not your slides. Typically we set TV monitors to show you your current and upcoming slides. Some people even display notes or a timer clock to help them along.

We hope you found these tips helpful! Stay tuned for more blogs from the BVC team.

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Jobbland / Jobb & karriär / Presentera dig själv på 30 sekunder – så skriver du ett hisstal!

Presentera dig själv på 30 sekunder – så skriver du ett hisstal!

Har du hört talas om hisstal, elevator pitch eller hisspresentation? Det är en kort självpresentation som du ska hinna dra under en hissfärd för att introducera dig själv, förmedla två nyckelpunkter och skapa kontakt med någon. Om du råkar träffa på någon du har velat träffa i en hiss, hur kommer du att introducera dig själv, få fram ditt budskap och be om att fortsätta kontakten – allt innan personen går av hissen!

Konsten att skapa ett hisstal

På engelska kallar man hisstalet elevator pitch eller elevator speech, därav alltså namnet. Men hur ska du lyckas sammanfatta hela dig i några få meningar? Det gäller att lyfta fram det viktiga och relevanta. Du behöver inte berätta allt på en gång. Läs här våra tips på hur du förbereder ett fungerande och övertygande hisstal.

Det sägs att en skicklig försäljare kan övertyga en potentiell kund på så kort tid som under en hissfärd, alltså några tiotals sekunder! Det här kan tillämpas också i jobbsökning när man söker lediga jobb . Se dig själv som en försäljare av din arbetsinsats och arbetsgivaren som en potentiell kund som behöver dina tjänster. Så kommer du igång!

Tänk på att hisspresentationen ska vara lätt att minnas och enkel att presentera snabbt. Och framförallt vill du att den väcker intresse hos åhöraren, den potentiella arbetsgivaren. I ett fullständigt hisstal ska ingå vem du är, vad du kan erbjuda och varför ”kunden” behöver dina tjänster.

Presentation av dig själv

Viktiga punkter i ditt 30-sekunders tal

1. Vem är jag?

Börja med det självklara – berätta vem du är . Du behöver inte rabbla upp din hela livshistoria, utan fundera ut vad som är viktigast just nu. Berätta vad du heter och något kort om din arbetserfarenhet, utbildning eller relevant fritidsengagemang. Skriv en kort lista över sätt du beskriver dig själv. Anpassa ditt tal för olika sammanhang. Försök skapa en anpassad lista, lämplig för den publik du förväntar dig att tala inför. Till exempel, på en professionell nätverksträff kanske du inte inkluderar saker som din passion för bakning eller hur många syskon du har. Istället skulle du fokusera på saker som din (planerade) studier, om du gjort något som får människor intresserade av dig eller din hemstad.

2. Vad kan jag?

Fortsätt med att lyfta fram vad du kan och vad du är bra på. En bra minnesregel brukar vara att lista saker i tre punkter. Så minns du själv listan och den brukar vara begriplig för åhöraren. Lita på dig själv och dina kunskaper och försök utstråla självsäkerhet. Håll dig ändå alltid till sanningen och överdriv inte för mycket.

3. Vad finns det för fördelar med dig?

Nu kommer vi till den viktigaste delen av ett hisstal. Här ska du ha ett ess i ärmen för att övertyga den potentiella arbetsgivaren. De vill höra vad du hämtar med dig till arbetsgemenskapen och varför de borde anställa just dig.

Ställ dig i arbetsgivarens roll och besvara frågorna ur dennes synvinkel. Presentera dig som en lösning till något de behöver just för tillfället. Företaget vill veta hur din arbetsinsats bidrar till företagets målsättningar och framgång.

Fundera för dig själv vilka styrkor du har och vad du har att erbjuda företaget. Kan du något de skulle behöva, är du engagerad i något som kunde tillämpas i arbetslivet eller har du många idéer om hur man kunde lösa visa problem? Är du ett komplement till deras team eller hämtar du med dig något helt nytt och unikt?

4. Ta hjälp av storytelling – berätta i form av ett exempel

Om det ännu finns tid förrän ni når översta våningen med hissen, kan du belysa något av det du nämnde tidigare med hjälp av exempel.

• Berätta om en situation eller ett projekt som du har varit med om.
• Kan du nämna någon detalj som du bidrog med?
• Fick du god respons av de andra delaktiga?
• Visa med konkreta exempel och bekräfta det du tidigare har berättat om dig själv

Var förberedd och repetera vad du vill ha sagt

Gå igenom och öva din hisspresentation om och om igen och testa den på någon som känner dig. Det kommer förmodligen att kännas obekvämt de första gångerna du presenterar dig själv på det här sättet. Vid behov kan du förkorta presentationen och ordna den mer effektiv.

Övning ger dig ett självsäkert och tryggare framträdande

Sen gäller det bara att öva och öva på det du vill säga. Dra din presentation framför spegeln, till en vän eller kollega och fråga deras åsikt om längden och innehållet.

• Håll din presentation kort – kom ihåg, du har bara några sekunder på dig att leverera ditt budskap och du vill få andra intresserade av dig
• Rikta din pitch till publiken som lyssnar : om du deltar i ett event från universitetet kan du fokusera mer på studentjargong. Om du träffar rekryterare på en karriärmässa kanske du behöver tänka på företaget som du kommer träffa-
• Be om något: Ge alltid personen du pratar med ett sätt att vara till hjälp. Oavsett om det handlar om att dela information eller göra en professionell kontakt, låt dem veta hur de kan hjälpa dig.
• Följ upp: Det finns tid att dela mer information när du följer upp en kontakt. Använd e-post eller LinkedIn. Påminn personen om sammanhanget där ni träffades, tacka dem för att ha pratat med dig och hitta ett sätt att fortsätta konversationen.

Och sist men inte minst, kom ihåg att tro på dig själv! Det kommer att gå bra!

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Creating an Audio-Video Presentation (AVP) Voice-over

Audio-Video Presentations (AVP) are handy tools for giving information during meetings, exhibits, trade expos, and lectures. They integrate images and sounds to be able to impart your lesson, message, product specs, services, and brand identity to your target audience. However, the success of an AV Presentation relies on a good voice-over narration: whether you are using a timed slideshow or a pre-edited video, your voice-over needs to be not only appropriate to the images, text, and videos being flashed or projected onscreen; it also needs to be read effectively to engage your audience and maximize the AVP’s impact. This is where your skill in voice acting and reading will be put to task. In order to make sure that your narration will hit the mark, your friends at ProVoice USA want to give you a few tips for creating a strong, effective, and engaging voice-over.

It goes without saying that for creating your voice-over; you will need the proper audio equipment: a (preferably unidirectional) microphone, an audio interface (for converting your audio into digital data), proper audio recording and editing software, a laptop or desktop PC, a microphone stand, and a pop filter. Are you ready? Let’s start:

Use a conversational tone and easy-to-read words – If you’re the person coming up with the script, make sure that your script has maximum readability. Use jargon and technical terms only when necessary, and make sure to explain these terms in your script if your audience is likely to be unfamiliar with them. Avoid being verbose and use plain language. When drafting and reading the script, try to evoke a conversational tone with your writing and delivery.

Go over the script and do “practice readings” – Try reading the script aloud in one pass, and see if any of the words trip you over. These may indicate rewrites to improve readability. Then, go over any jargon that needs to be properly pronounced and check for accuracy. Do another reading, this time; recording your performance. Avoid “ad-libs”, just stick to your script. Upon playback; check to see if your narration works within the context of the presentation. Once you are satisfied, it’s time to start recording.

Practice working with the microphone – Learn to keep your distance from the microphone. Ideally, a distance of between 6-12 inches away from the microphone will give you crisp, clean vocals. Also, make sure to mark your takes by leaving a few seconds of silence in between each take and announcing the section to be recorded, like “paragraph 4, page 2 take one”. Record your vocals in a quiet venue; without any distractions or ambient sounds. Be prepared to do multiple takes a section of the script at a time, and stop when you’re content with your performance.

Fine-tune your recording process – When recording, be conscious of your delivery: some voice-over talents have a tendency to read too fast or add unnecessary affectations in their delivery. Decide whether to read from the computer screen or from a printed manuscript: if you’re using a print-out, make sure that the fonts are easy-to-read and big enough to read; and that your text has a proper line and paragraph spacing. It will be much easier to record standing, as it gives you more leeway for gestures and expressions that will inform your delivery; but you can also choose to sit down. Your microphone’s stand and position will be determined by whether you stand or sit during takes. Use a pop filter to eliminate plosives and pops, and use a pair of good headphones for listening to your playback.

Hydrate and keep liquids on-hand – During recording, make sure that you hydrate your vocal cords with clear liquids: water and tea are the top choices. Avoid drinking cold liquids: just leave them at room temperature.

Make the video and images adjust to your voice-over and not the other way around – Lastly, when you find that your voice-over is not syncing up with the images and video, or you tend to get distracted trying to time the voice-over to sync with your slideshow effects and transitions; then tweak them so that they sync up with the voice over instead. Concentrate on having a good voice-over and sync your visuals to it.

Do you need a professional voice-over for your AVP? ProVoice USA offers Audio Production and Voice-over services for various media and applications such as Radio and TV commercials, E-Learning, Phone System, and Interactive Voice Response (IVR) telephone services. With over 20 years of experience and a roster of incredible Voice Talents, we can provide the right voice to go with your script. Get in touch with us at [email protected] , or call us up at ( 877) 865-3459 to learn more about the services we offer and for more information.

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Transformative Impact: How AV Enhances Corporate Presentations

Most humans learn faster and better through the visual sense. While humans vary in how they absorb, process, and recall information, about 65% of people need to see what they are learning. And this makes sense, as the human brain can process visual information 60,000 times faster than text. The popularity of TikTok videos captures the essence of immersive visual experiences; they capture the attention of viewers, even those with a short attention span. Moreover, this also explains why TED Talks speakers use clickers – to make their talks and presentations more effective. This is the power of visual learning. Impactful visuals help speakers communicate their ideas better; they help them convey their message effectively no matter what type of audience they are speaking to.

If you have been to a conference or attended a TED talk, you will notice that the most memorable presenters are the ones who brought audio and visuals onto the stage. These elements make presentations more engaging and memorable. But why is it? And how can audio and visuals (AV) improve your corporate presentations?

AV Grab Attentions and Keeps It

As said earlier, humans have short attention spans. While naturally curious, today's society is riddled with information about anything and everything. With that said, the brain doesn't pay attention to uninteresting things. Research shows that the peak interest of the audience lasts about 10 minutes . This then drops significantly depending on the audience, the content of the presentations, and the communication style/skill of the speaker. This is why most lectures last about 15 to 20 minutes. 

Visual aids, on the other hand, grab and keep interest longer, especially when the brain is feeling fatigued. Think of AV as adrenaline shots – it captures the waning attention span and re-energises the people in the room. It helps the brain receive and process complex information. 

AV Makes Complex Ideas Easier to Understand

Each person processes information differently. Visual aids like infographics make complex and data-heavy presentations much more digestible. 

Visual Presentations Builds Emotional Bridges

It sounds cliché, but a picture is worth a thousand words. Pictures make people see things words cannot fully express. Visual aids give presenters a unique way to connect with their audience. 

Visuals Help Audience Retain Information Better

When presenting, you want your audience to leave the room and remember what you said to them. Impactful visuals will improve your chances of that by up to 6 times. Research shows that only 10% of people recall what they heard from an oral presentation, while 35% remember things from a visual presentation.

Keeps You On Track

Visuals aren’t only for the audience; they also help the speaker. 

Prepping for a big speech can be overwhelming. Many factors can affect your live presentation , so it is crucial to deliver the message the way you intend to. The last thing you want is to miss important parts of your presentation. Visuals will help you stay on track as they can work as your visual cues. They can help organise your talking points, help you avoid rambling things off-topic, and even jog your memory.

Tips And Strategies

Here are some tips and strategies to help you maximise the power of AV to elevate your corporate presentations to the next level. 

Prep Your Presentation

They say preparation is the mother of success. It couldn't be more applicable in presentations. Whether you are preparing for a small group of people or a large audience, it is essential to take time to plan and practise your presentation. It will help you feel more confident in front of them.

Research, research, and research

Thoroughly research the topic and choose the appropriate audio and visuals for it. Start by outlining your presentation. From there, you can gather data and facts and use them as the foundation of your presentation.

Now that you have all the necessary information, organise everything in a single file. You can create an outline showing the header for each section for easy referencing and uninterrupted flow of your presentation. 

Gather Your AV

There are plenty of platforms online that can help you assemble your audio and visuals for your presentations. What is great about these tools is they usually come with themes and backgrounds that you can use based on your audience and the subject of your presentation. 

Choose the Right Audio and Visual Components

While audio and visuals have the power to grab and retain information, you don’t need to bombard your presentation with AV. Make sure to choose the most appropriate and relevant components for your presentation. They should emphasise your message and help you stay on track in your presentation.

Moreover, avoid using generic clip art and images. Instead, opt for high-quality images. You can also consider diagrams and infographics to present your data and statistics.

From here, you can also add animations and improve your transitions. If you are trying to show real-life examples, use high-quality video clips. 

Add some pizzazz to your presentation with a brief audio clip, sound effects, or background music.

Lastly, keep it simple. The goal of your presentation is to make people remember the message you are trying to convey. Don’t let AV overshadow that. Make AV support your message.

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AV Team Management: The Ins & Outs Of Navigating The Audiovisual Jungle

Who’s ready for a master class on AV team management? Because that’s exactly what we’re talking about on today’s episode of Event Tech Podcast! If you’ve been following Endless for a while, then you already know we’re an AV company and we are passionate about AV.   But today, we want to focus specifically on all the details surrounding AV team management. Because let’s face it, anyone who works in the field knows how tricky things can get.

Joining our always jolly hosts Brandt Krueger and Will Curran is Andrew Latimer of Endless Events. You might remember Andrew from our episode on how to save money on AV quotes or maybe you have seen him on the AV Audit . Well, this time around, our Design Engineer extraordinaire won’t be breaking down an AV quote. Instead, he’s here to get into the nitty-gritty of AV team management. Press play, it’s time to get technical!

Click here for the full audio transcription.

AV Techs Per Breakout

Brandt wants to jump right into the number of AV techs per breakout. And Andrew is quick to state that “that is the million-dollar question. I think it’s a cop-out to say that it’s case-by-case but in reality, it does become that. So, my dream goal for every single show is I would love to have at least one person in every single breakout”. He goes on to add that “the reality often dictates otherwise. Because that does add up. But I think the mantra that I try to instill in anyone, whether it’s a tech or a producer or a client is that a breakout is not necessarily anything less than a general session.”.

Is It Really Different?

“So, I think it comes down to as a client how important is the breakout experience to you as a brand. And to your attendees from a retention standpoint”, Andrew explains. “Is this going to be where you’re putting top-end speakers from your company, is your CEO going to be talking in these breakouts and having small panels?  Or is it really just kind of informal meetings where someone is going to give an update, clicking through a bunch of slides, they’re not a professional presenter”.

“So, how I see that playing out is you may have on the higher end, you might have an audio technician, a video technician, and potentially even a camera operator or a live streaming technician in those rooms. That gets up to a 4-person crew, that better be a fairly sizeable breakout room because your tech riser might be bigger than the entire breakout”, he adds.

The Ideal Numbers

Andrew fees like that’s the absolute minimum. As he explains,  when you get below that it becomes scary. You’re trying to turn over a whole bunch of presenters real fast and man that, I would say, it takes about five minutes per presentation to get their laptop set up, get them mic’d up, get them all settled in. And you know you figure you got a 15-minute changeover, that gives you room to get to three different presenters, maybe four. So, I think that’s the range we’re typically looking in, is either four rooms per person all the way up to four people per room”.

Will follows up with an interesting question. If there is a room moderator, is there a need for techs? “I think from my perspective the room moderator is great to be able to assist. It definitely is going to make me feel more comfortable having one floating tech per four rooms. Where I would say that it becomes a concern is if you do still have recordings if you have a lot of wireless mics, you know a lot of times it’s people that really do want to help but might not know how to love up a presenter”, says Andrew. “I would never say that a room moderator should replace the tech though if it’s a situation where it’s hey we have records, hey we have a live stream, hey there’s switching that needs to go on between graphics. The best-laid plans they’re just not going to end well for you”, he adds.

Schedules Matter, People!

Brandt adds that “paying attention to your schedule, rather than having a dedicated person in every room, maybe you do more people in the morning and then slowly taper it off over the course of the day”. Andrew agrees, and adds that “I think what can even play further into that, if you have a general session crew, maybe your general session is also a breakout, that can be additional cost savings but you can also to an extent utilize some of that expertise in downtime if you’re not rehearsing in the afternoon. And you’ve just had a one-hour session in the morning you can potentially look at repurposing and now you have one audio engineer who’s going to be assisting you with breakouts”.

A Gamble That Could Pay Off

Andrew’s proposal might not always fly with every client. As he puts it, “you never want to jeopardize your general session”. But even though it presents a reputational risk, “there is an opportunity to consider that as you might scale down people or if you’re building your session but you have a pre-conference meeting, maybe somebody can pop over. Someone that’s either one of your techs or you can pull off two of the guys that are helping to set up your general session. Have them go throw the pre-con meeting up ahead of time. You might not need somebody in the room. You might not even need to add extra billing for that”.

AV Team Management: Into The Specifics

Will brings up that “I see a lot on AV quotes like hey, we’re just going to have an AV technician. And one of them for four rooms, five rooms. Is that ideal? What sort of challenges does that perceive and then as they scale up a number of rooms, what sort of positions do you like to see?”. Andrew is one creative professional, and he has some wisdom to share.

“As a broad rule of thumb, you have your top-level producers, technical directors, stage management. You can also have a breakout TD, breakout technical director or a breakout manager. And you might see it listed as really any of those positions to oversee all of your breakouts just as a technical director might oversee your general session”, he explains. “Below that, we have your top-level designers that are overseeing the entire creative element of the show. You have your engineers, your programmers, your operators falling below that. Then you have your technicians, who are going to still be a specialized department. Maybe it’s a video technician, maybe it’s a projectionist, maybe it’s an LED wall technician, an audio technician and so forth”.

“As the breakout skill though, you definitely want to start thinking about that breakout manager position”, continues Andrew. “I would say even as small as four rooms, you want somebody that’s going to be responsible for the delivery of that entire service package. We also see a great utility in having an A2 audio technician, potentially even an A1. So, there’s a whole lot of consideration when you start to get to that level”.

AV Team Management Is A Different Story

Andrews states that his mindset depends a lot on whether he is in a “management role, which is still even different than if I am in a breakout where I have to be in customer service focused on someone that’s not necessarily a professional presenter”. And Brandt specifies that “everybody is different on how they define each of these roles”, sparking a conversation on the topic.

Crunching The Numbers

“I think for me in my role I’m always fighting to go the other way. I want to start with everyone and only trim down as is required to me to budget”, says Andrew. “Reality is there’s a budget for everyone. And as much as I’d like to have a technical director and show caller on every single show and a lighting guy, there is a point where that’s not necessary. So, it is kind of at that point hopefully the show is contracted. Or I have an idea of who’s going to be available for it so I can at least get some fillers out. Because it’s definitely going to influence the decision of who I’m putting on a show”.

Who Does What?

“Another example we see a lot is having the show caller might also be the lighting operator and the graphics operator”, says Andrew. And Brandt jumps in, stating that “every company is going to have different ways of doing things, every company is going to have different personnel. So, while company X might have someone who is capable of doing that, and is able to bridge a couple of positions using one person, company Y might not be able to do that”.

“So yeah, you might have a lighting person who’s really capable and is able to kind of call the show and keep an eyeball on things. Versus someone who just, again, stays in their lane and this is what I do, and this is all that I do”, continues Brandt. And this, of course, brings a fantastic point, which is the importance of talking to your AV company. That’s the only way you can understand “why it can be so difficult to line things up apples to apples, and oranges to oranges, and apples to oranges, and apples to pears. It’s because of all of these variables definitely come into play when we’re talking about labor”, adds Brandt.

Management – Do You Need It?

So, at what point does it become necessary to have a management layer after all? “I do believe that you should always have one, even if it’s not someone on-site, have an ally in your production company”, says Andrew. “You want to have a really strong account executive that’s backing you. Even if they’re not necessarily on-site. But regardless, I would encourage that there should always be someone on-site that is in a production management capacity. Even if it’s not necessarily a dedicated person”.

Who’s Calling The Shots?

“You want someone who can call the shots. Maybe that’s you”, Andrew continues. “But I think there’s just so much that you can build for the success of the show. You know, have that person there that they’re going to help you tweak the graphics. They will go the extra mile to put together or run a show. Make sure everything is lined up. And that I think is where you can really separate the difference and put a little bit of tangibility. But an audiovisual technician versus having management who can prepare that audiovisual technician is just game-changing”.

Labor In AV Team Management

Brandt is interested in knowing what the turnaround time is when it comes to labor. “In simplistic form, it’s when did we end the last shift to the time that we started the next shift. Commonly you’re going to see that as our corporate show ended at 6:00 p.m. today. We come back at 8:00 a.m. tomorrow. So that gives 14 hours off. Everyone is going to be happy with that”, Andrew explains.

“The alternative is when you start to get into your awards show that might not wrap up until 11:00 p.m.”, he continues. “And coming back for a 6:00 a.m. rehearsal now you’re talking about seven hours off for the guys. Go home, sleep, get ready, get dressed. That turns into a couple of hours of sleep at most. And that often is either translated as a one and a half times rate for the following day”. Brandt emphasizes that the human body can’t handle working at that rhythm on a daily basis. “We need to make sure that our crews are compensated for when we do those really long days”, he says. “And for when we do get a short turnaround time where you’ve only got a few hours of sleep and you’ve got to get back up and bright and shiny in the morning”.

“I want to talk about call times”, adds Brandt. “You know, usually the call times are being set by the technical director or whoever. So that we’re ready by a certain time. If we’re going to have rehearsals in the morning, we want to make sure that we’re ready to go before those rehearsals. If we have no rehearsals and it’s just doors at a certain time, we want to be ready to go by that certain time. I’m a huge fan of letting the AV company, or letting the production company kind of set those times internally, have the crew call be whatever it takes to be ready by that time. And then you’re avoiding, again, that situation of people sitting around”.

Andrew adds that “there are so many opportunities to engage that management in setting your effective call times. And advising the crew or advising the client and the crew. Like hey, we’re about to go into overtime, who can we cut, who’s not essential to the continuation of this rehearsal. And I think that’s a really good reason that you want management on your show because it does avoid that surprise of what do you mean we got an extra $7,000 of overtime?”. Get someone to keep eyes on the clock!

AV Team Management – The Crew Chief

Andrew throws the idea of a crew chief. “It’s something that gets to a lot of the points we were talking about. As an additional option of having somebody that is dedicated to managing those hours. And making sure that they’re hitting their meal breaks, that nobody is running into overtime that doesn’t need to be”.

“And whether it is actually a crew chief or not. Having somebody that can serve as your crew mom, crew dad. Just looking out for people. Human factors are such an important thing in our whole industry. And that’s what we are doing as our job is trying to engage other people’s senses and feelings and sense of belief and purpose”, he adds. “So, it’s just giving back a little bit to us. I mean the smallest things go a long way. So, staying out at overtime when you can, making the rehearsals useful. Acknowledging that hey, if we’re going to go late tonight, let’s take an extra half hour so that you can call the family. In fact, that goes a long way”.

Conclusions

And that’s all for today’s episode of Event Tech Podcast! How did you enjoy our masterclass on AV team management? What are the things you simply can’t wait to implement? Make sure to let us know! And check out the amazing resources section below. Plus, don’t forget to join us again next week. We have more exciting event tech to tackle!

What Do All The AV Labor Positions Do – Whiteboard Wednesday

The AV Audit 2.0: Breaking Down AV Quotes

AV Pricing Part I: How To Save Money On AV Bills For Your Events

Welcome to the AV Audit

11 Reasons You Need an Initial Consult for Event AV – Whiteboard Wednesday

*?#! AV People Say – Whiteboard Wednesday

• Top Tips For Hiring an Event A/V Company?

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Author Brandt Krueger

With over 20 years experience in the meetings and events industry, Brandt has spoken at industry events and seminars all over the world, been published in numerous magazines and websites, and teaches public and private classes on meeting and event technology and production. He provides freelance technical production services, and is the owner of Event Technology Consulting.

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Choosing AV For Your In-Person Conference

Technology has come a long way in the past few years, and one area where this is particularly evident is audio-visual (AV) technology. AV can make or break a presentation, so choosing the right equipment for your in-person conference is essential.

Let’s discuss some of the most important factors to consider when selecting AV for your event, then how you can make sure your audio-visual equipment supplier understands your requirements.

Audio-Visual Equipment Supplier For Your In-Person Event

The amount of audio-visual equipment you need for an in-person event will depend on several factors:

• Size of the venue
• Number of attendees
• Type of event
• Whether or not the event will be live-streamed or have a virtual component
• Capacity of in-house electrical supply
• Existing venue lighting
• Whether or not the venue has or needs soundproofing
• Layout of the room
• Any restrictions the venue might have

Of course, there are many other things to consider, such as how the attendees will be seated (or if they will sit at all). Still, the above list is a great starting point for considering the amount of audio-visual equipment you might need for an in-person event.

There are other questions you should ask the venue contact before you arrive, but we will get to that after we review the type of equipment you might need at your in-person event.

Audio-Visual Equipment List for In-Person Events

There are several audio-visual equipment must-haves for almost every conference or concert, no matter the venue’s size or layout for an in-person event.

• Microphones (consider whether you’ll need wired or wireless mics, also known as lavs or lavaliers)
• Lighting (what does the event already have, and what do you need for your event?)
• Sound system (what exists at the venue, and what more do you need to supply?)
• Mixing boards (how many?)
• Computers (laptops, connectors for guest laptops, etc.)

You want to make sure the room has excellent sound and lighting to make the event special. You also want to make sure the setting is just right.

If multiple people are presenting, or if the room is large and you need to project the main act to the back of the room, be prepared with laptop connectivity or great cameras with a projection screen.

And, if there’s a virtual component to your event, make sure the connectivity is suitable for that.

Work With Your AV Partner

Meet with your audio-visual partner in advance of your event to make sure your needs are understood so you can talk through the event. Here are some things you should address:

• Do we all understand the space layout and what is needed to ensure the event is a success?
• Should we pre-record any part of the event for the virtual component if one exists?
• Is the AV partner familiar with the venue? Do they have a good relationship with your contact there? Introduce them so you can make sure the whole team is working together.
• Will there be an AV tech onsite during the event to address issues and to wire microphones when needed?

Executing a Flawless In-Person Event

If you put plenty of thought and planning into your next in-person event, you should be able to enjoy the fruits of your efforts without worrying that the sound, lighting, or virtual components will be OK.

Audio-Video Group has years of experience helping companies in many industries produce excellent in-person events. Call us today 800.668.4988 to discuss your next live event.

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Win Over Your Audience: Using AV Technology for Presentations

• 21st Century AV

Gone are the days of monotonous slide decks and lengthy speeches; AV technology has revolutionised the art of presentations, taking it to new heights. It has become a game-changer, making presentations not just informative but also captivating and memorable. With a wide array of tools and solutions at our disposal, the possibilities for creating impactful presentations are limitless.

One of the key benefits of AV technology is its ability to make presentations more engaging and dynamic. Incorporating multimedia elements such as videos, animations, and interactive visuals can elevate the overall experience for the audience. These elements not only add visual appeal but also serve to reinforce the message being conveyed. Studies have shown that visual aids can significantly enhance information retention, making it an invaluable asset for presenters looking to make a lasting impact.

AV technology is instrumental in delivering successful presentations. Its use enables engaging and dynamic content, captivating audiences through multimedia elements. Clear visuals, impactful graphics, and seamless audio enhance message delivery, leaving a lasting impression. Integrating AV tools empowers presenters to convey complex ideas effectively, fostering better understanding and retention among listeners.

In addition to captivating visuals, AV technology also brings seamless audio to the table. Clear and high-quality sound amplifies the presenter's voice, ensuring that every word is heard loud and clear. Proper audio reinforcement can make a significant difference, especially in larger venues or virtual presentations where clarity is paramount for maintaining audience attention.

Moreover, AV technology for presentations allows presenters to customise their content to suit their audience better. Whether it's tailoring the visuals to match the branding of a company or using specific multimedia to engage students in a classroom, the versatility of AV tools empowers presenters to connect more effectively with their listeners.

Beyond engagement, AV technology enables presenters to convey complex ideas in a simplified manner. By breaking down intricate concepts through visual representations and animations, presenters can enhance audience understanding and comprehension. This proves especially beneficial in fields like science, technology, and engineering, where intricate processes can be better illustrated through animations and simulations.

By incorporating subtitles or translations in different languages, presenters can make their content accessible to a wider audience. Visuals and infographics can convey information effectively, irrespective of the audience's language proficiency. AV technology's ability to appeal to different senses makes it an invaluable tool for breaking down cultural barriers and creating inclusive presentations that resonate with diverse audiences.

User-Friendly Presentation Tech

In today's fast-paced world, effective presentations play a crucial role in communicating ideas, influencing decisions, and leaving a lasting impact on audiences. The success of a presentation hinges not only on the content but also on the delivery and the technology used. As presenters strive to captivate their audience, user-friendly AV technology has emerged as a game-changer. By offering intuitive tools and seamless experiences, user-friendly presentation tech enhances the speaker's delivery and boosts audience engagement. In this section, we will explore the significance of user-friendly AV technology and discuss how intuitive tools can elevate the art of presentations.

Simplifying AV Technology for Presentations Setup and Operation

• Intuitive Interface : User-friendly AV technology features intuitive interfaces that require minimal training to operate. Presenters can focus on delivering their message without getting bogged down by technical complexities.
• Plug-and-Play Connectivity : User-friendly presentation tech often offers plug-and-play connectivity, eliminating the need for complicated setup processes. This seamless integration allows presenters to quickly connect their devices and start presenting with ease.
• Time-Efficiency : With user-friendly AV technology, presenters can save valuable time during the setup phase, ensuring a prompt start to the presentation. This efficiency contributes to a smooth and professional experience for both the presenter and the audience.
• Reliability : User-friendly presentation tech tends to be more reliable, reducing the risk of technical glitches or malfunctions during critical moments. This reliability instil confidence in presenters and helps them focus on delivering a compelling presentation.

Enhancing Interactivity and Engagement

• Intuitive Audience Response Systems : User-friendly AV technology includes interactive audience response systems that enable real-time engagement. Intuitive polling and feedback tools encourage active participation, creating a dynamic and engaging presentation environment.
• Seamless Multimedia Integration : User-friendly presentation tech facilitates seamless integration of multimedia elements, such as videos, images, and animations. Presenters can effortlessly incorporate these elements to enhance the audience's understanding and engagement.
• Interactive Whiteboards and Annotation Tools : Intuitive presentation tech often offers interactive whiteboards and annotation tools, enabling presenters to draw, highlight, and annotate content in real-time. This interactivity enhances audience focus and comprehension.
• Q&A and Collaboration Features : User-friendly presentation tech may include built-in Q&A and collaboration features, fostering direct interaction between the audience and the presenter. Such features promote audience engagement and create an inclusive learning atmosphere.

Adapting to Diverse Presentation Styles

• Wireless Connectivity : User-friendly AV technology frequently supports wireless connectivity, allowing presenters to move freely around the room and interact with the audience. This adaptability accommodates different presentation styles and enhances the presenter's stage presence.
• Customizable Layouts : Intuitive presentation tech often offers customizable layouts, allowing presenters to arrange content in a way that suits their presentation style best. This flexibility empowers presenters to deliver their message with clarity and impact.
• Multi-Device Compatibility : User-friendly AV technology is designed to be compatible with various devices, including laptops, tablets, and smartphones. This compatibility allows presenters to choose the device that aligns with their comfort and presentation preferences.
• Accessibility Features : Intuitive presentation tech may include accessibility features, such as closed captioning and screen readers, making presentations more inclusive for diverse audiences, including those with hearing or visual impairments.

User-friendly AV technology has become an indispensable asset for seamless and engaging presentations. By simplifying setup and operation, enhancing interactivity and engagement, and adapting to diverse presentation styles, intuitive presentation tech empowers presenters to deliver impactful messages with confidence. As presenters embrace user-friendly AV solutions, they can elevate their presentations to new heights, leaving a lasting impression on their audiences and achieving successful communication goals. Whether in classrooms, boardrooms, or virtual settings, user-friendly presentation tech is a powerful tool that bridges the gap between presenters and their audiences, creating memorable and effective communication experiences.

Affordable AV Presentation Equipment

In the realm of presentations, Audio-Visual (AV) equipment plays a pivotal role in delivering engaging and impactful messages. However, the cost of high-end AV technology can be prohibitive, limiting accessibility for many individuals and organisations. Fortunately, affordable AV presentation equipment has emerged as a viable solution, providing value without compromising on quality. In this section, we will explore the significance of affordable AV equipment in making presentations accessible to a broader audience. Additionally, we will showcase budget-friendly options that meet the needs of presenters without breaking the bank.

Making Presentations Accessible

• Empowering Educators : Affordable AV presentation equipment benefits educators, enabling them to create dynamic and engaging lessons. In classrooms, teachers can use budget-friendly projectors or interactive whiteboards to enhance content delivery and capture students' attention. These accessible tools promote interactive learning experiences, contributing to improved academic performance.
• Enabling Small Businesses : For small businesses and startups, cost-effective AV equipment opens up opportunities to create professional presentations without straining limited budgets. With affordable projectors or video conferencing solutions, they can deliver persuasive pitches to potential clients and investors, boosting their chances of success.
• Community Events and Nonprofits : Affordable AV presentation equipment benefits community organisations and nonprofits, facilitating impactful presentations at events and fundraisers. Budget-friendly audio systems and projection equipment ensure that their messages reach a wider audience, fostering support and engagement for their causes.
• Bridging the Digital Divide : Accessible AV technology helps bridge the digital divide, particularly in underserved areas and developing regions. By providing cost-effective tools, presenters can reach communities with limited resources, promoting educational, cultural, and social enrichment.

Budget-Friendly Options for Quality Presentations

• Value-Oriented Projectors : Affordable projectors offer excellent image quality and brightness suitable for small to medium-sized venues. These projectors often come with various connectivity options, enabling seamless integration with laptops, tablets, and smartphones.
• All-in-One Conference Cameras : Budget-friendly conference cameras provide high-definition video and audio capabilities for virtual presentations and meetings. With wide-angle lenses and advanced noise reduction, they ensure clear communication and professional-quality video conferencing experiences.
• Portable Sound Systems : Compact and affordable sound systems offer robust audio performance for presentations in various settings. These portable solutions are easy to set up and transport, making them ideal for on-the-go presenters and small events.
• Interactive Whiteboards and Touchscreens : Affordable interactive whiteboards and touchscreens provide engaging presentation experiences without the hefty price tag. These versatile tools allow presenters to interact with content, annotate, and collaborate seamlessly with the audience.

Interactive Presentation Devices

Traditional one-way presentations often struggle to maintain audience attention and involvement. However, with the advent of interactive presentation devices, the landscape of communication has transformed. These devices empower presenters to create dynamic and engaging experiences, fostering two-way communication with their audience. In this section, we will examine the impact of interactive presentation devices on audience participation and highlight how these interactive features revolutionise the art of presentations.

Empowering Audience Participation

• Real-Time Polling : Interactive presentation devices allow presenters to conduct real-time polls and surveys, enabling the audience to actively participate in decision-making or express their opinions on various topics. This instant feedback creates a sense of involvement and inclusivity, making the audience feel valued and engaged in the presentation.
• Live Q&A Sessions : With interactive features, presenters can conduct live Q&A sessions during the presentation. Audiences can ask questions directly through their devices, eliminating the need to wait until the end of the presentation. This immediate interaction promotes a deeper understanding of the subject matter and allows presenters to address queries on the spot.
• Audience Response Systems : Interactive presentation devices integrate audience response systems, allowing attendees to answer quizzes, solve problems, or participate in educational games. These interactive elements not only enhance audience engagement but also serve as effective tools for assessing knowledge retention and understanding.
• Virtual Collaboration : In virtual or hybrid presentations, interactive devices facilitate virtual collaboration and teamwork. Participants can join breakout sessions, collaborate on group tasks, and share ideas seamlessly through their devices, creating a collaborative and interactive learning experience.

Creating Dynamic Experiences

• Interactive Whiteboards : Interactive presentation devices often include interactive whiteboards, allowing presenters to write, draw, and annotate content in real-time. This dynamic visual aid captures audience's attention and encourages active participation by inviting them to engage with the content.
• Gesture Recognition : Some interactive devices feature gesture recognition technology, enabling presenters to control the presentation through intuitive hand movements. This interactive control enhances the presenter's stage presence and adds an element of novelty, keeping the audience intrigued.
• Touchscreen Interactivity : Devices with touchscreen capabilities enable audiences to interact directly with the content. Participants can zoom in on images, scroll through slides, or navigate through information at their own pace, empowering them to tailor their experience to their preferences.
• Gamification Elements : Interactive presentation devices often incorporate gamification elements, turning the presentation into an engaging and enjoyable experience. Gamified elements, such as leaderboards, rewards, and progress tracking, motivate the audience to actively participate and compete, increasing overall engagement.

Fostering Two-Way Communication

• Enhanced Audience Feedback : Interactive presentation devices facilitate immediate and detailed audience feedback. By providing opportunities for the audience to share their thoughts, concerns, or suggestions, presenters gain valuable insights into the audience's perspective, enabling them to fine-tune their message and delivery.
• Audience Empowerment : Interactive features empower the audience to influence the direction of the presentation. By involving them in decision-making or problem-solving processes, presenters can create a sense of ownership and shared responsibility for the outcomes.
• Inclusivity and Diversity : Two-way communication through interactive devices ensures that every audience member's voice is heard, regardless of their background, communication style, or physical ability. This inclusivity fosters a supportive and respectful presentation environment.
• Strengthening Presenter-Audience Connection : Interactive presentation devices bridge the gap between presenters and their audience, fostering a sense of connection and rapport. The interactive nature of the presentation breaks down barriers, making the audience feel more comfortable engaging with the content and the presenter.

Interactive presentation devices have revolutionised the way we communicate with our audiences. By empowering audience participation, creating dynamic experiences , and fostering two-way communication, these devices transform traditional one-way presentations into engaging and memorable interactions. Presenters who embrace interactive features can captivate their audiences, gain valuable insights, and leave a lasting impact on their listeners. As technology continues to advance, interactive presentation devices will continue to play a vital role in enhancing audience engagement and making presentations more impactful and meaningful.

Enhancing Presentations with Multimedia

In today's fast-paced and visually-oriented world, traditional text-heavy presentations often struggle to captivate and engage audiences effectively. However, by incorporating multimedia elements, presenters can elevate their communication and create compelling and memorable experiences for their audience. In this section, we will discuss the benefits of incorporating multimedia in presentations and provide tips on using visuals, audio, and video to create engaging and effective communication.

Benefits of Incorporating Multimedia Elements

• Enhanced Audience Engagement : Multimedia elements capture audience's attention and maintain interest throughout the presentation. Visuals, audio, and video stimulate multiple senses, making the content more engaging and memorable.
• Improved Information Retention : Research shows that incorporating visuals and multimedia aids in learning and information retention. Multimedia elements help the audience process complex information more effectively, leading to better understanding and recall of the presentation's key points.
• Increased Persuasiveness : Multimedia elements can evoke emotions and create a compelling narrative, making the presentation more persuasive. Visuals, audio, and video have the power to elicit an emotional response from the audience, influencing their perceptions and decisions.
• Versatility and Adaptability : Multimedia elements offer versatility in presentation styles and content delivery. Whether it's a sales pitch, a business report, or an educational presentation, incorporating multimedia allows presenters to adapt their message to suit the audience and context.

Using Visuals to Enhance the Message

• Choose Relevant and High-Quality Images : Select visuals that align with the presentation's message and purpose. High-quality images with clear resolution and impactful composition create a professional and polished look.
• Use Infographics and Data Visualization : Infographics and data visualisation help simplify complex data and statistics, making them easier to understand and digest. Use charts, graphs, and diagrams to present information visually and enhance audience comprehension.
• Incorporate Storytelling through Visuals : Use visuals to tell a compelling story that supports the presentation's narrative. Storytelling through images creates an emotional connection with the audience and helps convey the presentation's central theme.
• Avoid Visual Clutter : While visuals are essential, it's essential not to overwhelm the audience with too much information on a single slide. Keep visuals clean, uncluttered, and relevant to maintain audience focus.

Leveraging Audio and Video Effectively

• Use Audio for Emphasis and Atmosphere : Audio elements, such as background music or sound effects, can enhance the presentation's atmosphere and evoke specific emotions. However, use audio judiciously, ensuring it complements the content without overpowering the presenter's voice.
• Integrate Video to Demonstrate Concepts : Video clips are powerful tools for demonstrating complex processes, showcasing products, or sharing real-life examples. Integrate relevant video content to provide visual evidence and enhance audience understanding.
• Keep Video Length Appropriate : Avoid lengthy videos that might lose the audience's attention. Keep video clips concise and focused on the key message to maintain engagement and prevent information overload.
• Test Audio and Video Equipment : Before the presentation, thoroughly test audio and video equipment to ensure seamless playback. Technical issues can disrupt the flow of the presentation and distract the audience.

In today's digital age, multimedia has become an essential tool for effective communication, enabling presenters to convey their message with clarity, emotion, and persuasion. By embracing multimedia, presenters can make their presentations more engaging, memorable, and influential, leading to better audience comprehension and a stronger connection with the message.

Effective Visual Aids for Presentations

In the realm of presentations, visual aids play a critical role in conveying information, enhancing understanding, and making the content more engaging and memorable. Effective visual aids can transform a mundane presentation into a powerful communication tool, leaving a lasting impact on the audience. In this section, we will discuss the role of visual aids in enhancing the audience's understanding and share best practices for creating impactful and memorable visual content.

Enhancing Audience Understanding with Visual Aids

• Complementing Verbal Communication : Visual aids provide a visual representation of the content being discussed, complementing the speaker's verbal communication. This combination of visuals and spoken words reinforce key points, making the information more accessible and understandable for the audience.
• Simplifying Complex Information : Visual aids have the power to simplify complex concepts, data, and processes. Charts, graphs, diagrams, and infographics can distil intricate information into easily digestible visuals, improving audience comprehension.
• Aiding Memory Retention : Research shows that incorporating visuals in presentations aids memory retention. The human brain processes visual information more effectively, and well-designed visual aids can help the audience retain and recall the presented content long after the presentation is over.
• Fostering Audience Engagement : Visual aids capture audience attention and maintain engagement throughout the presentation. The use of visuals breaks the monotony of text-heavy slides, creating a more dynamic and stimulating presentation experience.

Best Practices for Creating Impactful Visual Content

• Keep it Simple and Clear : Visual aids should be simple, clear, and easy to understand at a glance. Avoid clutter and unnecessary details that can distract the audience from the main message. Use concise and well-structured visual elements to convey information effectively.
• Use High-Quality Graphics : High-quality graphics and images are essential for creating impactful visual aids. Blurry or pixelated images can detract from the professionalism of the presentation. Opt for clear and visually appealing visuals that align with the overall tone and theme of the presentation.
• Ensure Consistency in Design : Consistency in design creates a cohesive and polished presentation. Use a consistent colour scheme, font, and layout throughout the visual aids to maintain a professional and unified look.
• Limit Text on Slides : Avoid overcrowding slides with excessive text. Visual aids should complement the speaker's words, not duplicate them. 

Utilising Various Visual Aid Types

• Charts and Graphs : Charts and graphs are effective for presenting numerical data and trends. Use bar graphs, pie charts, line graphs, and other graphical representations to make data more accessible and understandable.
• Infographics : Infographics are a creative way to present complex information in a visually appealing manner. Use infographics to tell a story, explain processes, or compare data in a concise and engaging format.
• Images and Illustrations : Images and illustrations can evoke emotions and add context to the presentation. Use relevant visuals that resonate with the audience and enhance the message being conveyed.
• Videos and Animations : Incorporate videos and animations to demonstrate products, showcase real-life examples, or explain dynamic processes. Visual content in motion can capture and hold the audience's attention effectively.

Effective visual aids are indispensable tools for enhancing audience understanding and engagement in presentations. By complementing verbal communication, simplifying complex information, aiding memory retention, and fostering audience engagement, visual aids significantly contribute to the success of a presentation. To create impactful and memorable visual content, presenters should keep it simple and clear, use high-quality graphics, ensure design consistency, and limit text on slides. By utilising various visual aid types such as charts, graphs, infographics, images, and videos, presenters can deliver compelling and memorable presentations that resonate with the audience long after the presentation is over. Remember, a picture is worth a thousand words, and well-designed visual aids can elevate a presentation from good to outstanding.

Interactive Display Solutions for Speakers

In the world of presentations, the integration of technology has revolutionised the way speakers engage with their audiences. Interactive display solutions have emerged as a game-changer, offering a dynamic and immersive experience that captivates listeners and elevates the art of communication. In this section, we will examine the benefits of interactive display solutions for speakers and showcase how these cutting-edge technologies can transform presentations into captivating and immersive experiences.

Benefits of Interactive Display Solutions

• Enhanced Audience Engagement : Interactive displays encourage active participation from the audience, creating a two-way communication flow. Real-time polls, quizzes, and interactive elements prompt audiences to engage actively with the content, keeping them invested and attentive throughout the presentation.
• Dynamic Visual Presentations : Interactive displays allow presenters to create visually appealing and dynamic presentations. The ability to use touch gestures, animations, and multimedia elements enhances the impact of the message, making it more memorable and compelling.
• Real-Time Feedback and Adaptation : Interactive display solutions enable presenters to gather real-time feedback from the audience. This immediate feedback allows presenters to adapt their presentation on the fly, addressing questions or concerns, and tailoring the content to meet the audience's needs.
• Data Visualization and Interactivity : For data-driven presentations, interactive displays offer advanced data visualisation capabilities. Presenters can manipulate data in real-time, allowing for a more profound exploration of insights and patterns.

Transforming Presentations into Immersive Experiences

• Virtual Collaboration and Remote Presentations : Interactive displays facilitate virtual collaboration, enabling remote audiences to participate actively in the presentation. Remote participants can engage through video conferencing, shared whiteboards, and interactive tools, creating a seamless and immersive experience for all.
• Interactive Storytelling : Interactive display solutions provide presenters with powerful tools to weave interactive storytelling into their presentations. The ability to create interactive narratives, where the audience can control the progression of the story, makes the presentation more engaging and memorable.
• Gamification and Interactive Quizzes : Gamification elements, such as leaderboards and interactive quizzes, turn presentations into immersive learning experiences. Presenters can gamify the content to challenge the audience, sparking healthy competition and increasing retention.
• Hands-On Demonstrations : With touch-enabled displays, presenters can offer hands-on demonstrations to showcase products or processes. This tactile experience creates a deeper understanding of the subject matter, enhancing audience comprehension.

Integration of Multimodal Communication

• Multimodal Presentations : Interactive displays allow presenters to integrate multiple modes of communication into their presentations. By combining visuals, audio, video, and touch interactions, presenters can deliver information in a comprehensive and engaging manner.
• Inclusivity and Accessibility : Interactive display solutions promote inclusivity by accommodating different learning styles and abilities. The combination of visual and auditory elements caters to diverse audiences, making the presentation more accessible and inclusive.
• Personalization and Individualised Learning : Interactive displays enable presenters to offer personalised learning experiences. Through interactive tools and adaptive content, presenters can cater to individual audience preferences and knowledge levels.
• Interactive Collaborative Learning : Interactive displays facilitate collaborative learning experiences during presentations. Participants can work together on group tasks, brainstorm ideas, and share insights through the display, fostering teamwork and communication.

The benefits of using AV technology in presentations are manifold. The combination of visual aids, such as images, videos, and infographics, with well-modulated audio, creates a memorable and immersive experience for the audience. The use of interactive engagement tools fosters active participation, turning passive listeners into engaged participants. Real-time feedback through polls and quizzes allows presenters to gauge the audience's understanding and adapt their delivery accordingly, ensuring a more effective and tailored presentation.

Moreover, AV technology is versatile and adaptable, making it suitable for various presentation scenarios. Whether it's a classroom, a boardroom, or a virtual setting, AV tools can be seamlessly integrated to enhance the presentation experience. Presenters can move freely around the room, maintaining eye contact and engaging with the audience, while still controlling the visuals and audio.

One of the significant advantages of AV technology is its ability to overcome language and cultural barriers. By incorporating subtitles or translations in different languages, presenters can make their content accessible to a wider audience. Visuals and infographics can convey information effectively, irrespective of the audience's language proficiency. AV technology's ability to appeal to different senses makes it an invaluable tool for breaking down cultural barriers and creating inclusive presentations that resonate with diverse audiences.

The affordability and accessibility of AV presentation equipment have democratised access to impactful communication tools. Budget-friendly AV technology empowers educators, small businesses, and community organisations to create professional presentations without straining limited budgets. It has also bridged the digital divide, ensuring that underserved communities have access to dynamic and engaging presentations.

As technology continues to advance, AV presentation equipment will continue to evolve, offering even more interactive and user-friendly features. Presenters who stay abreast of the latest trends in EdTech and interactive learning tools can leverage these advancements to further enhance their presentations and captivate their audiences.

In conclusion, AV technology has ushered in a new era of successful presentations. By embracing interactive tools, incorporating multimedia elements, and leveraging user-friendly AV equipment, presenters can create engaging, dynamic, and impactful communication experiences. Whether in classrooms, boardrooms, or virtual settings, AV technology empowers presenters to tell their stories, convey their ideas, and make a lasting impression on their audiences. As we continue to embrace the digital age, the role of AV technology in successful presentations will only grow, shaping the future of communication and learning. So, let us embark on this journey of innovation and embrace the power of AV technology to take our presentations to new heights.

How can AV technology enhance my presentations?

AV (audiovisual) technology can significantly enhance your presentations by adding a dynamic and engaging element to your content. Incorporating visuals, such as slides, videos, and animations, can effectively capture your audience's attention and convey complex information more clearly. Additionally, AV technology allows you to integrate sound and voice overs, making your presentations more immersive and interactive. With the ability to project content on large screens or use interactive whiteboards, you can create a memorable and impactful experience for your audience, fostering better understanding and retention of the material presented.

What are the best tools for interactive presentations?

Several excellent tools are available for creating interactive presentations. Interactive presentation software like Prezi enables you to design non-linear, zoomable presentations that encourage engagement and exploration. Mentimeter offers real-time audience interaction through live polls, quizzes, and word clouds. For collaborative presentations, Google Slides allows simultaneous editing and commenting. Additionally, using audience response systems like Kahoot or Poll Everywhere enhances participation and feedback collection. Virtual reality (VR) and augmented reality (AR) tools like Aurasma and Vizor can take interactivity to the next level by immersing your audience in a 3D visual experience.

How can multimedia aid in my presentations?

Multimedia integration can greatly aid in your presentations by adding depth and variety to your content. By using images, charts, graphs, and infographics, you can visually represent data and concepts, making them easier to comprehend. Videos can offer real-life examples, demonstrations, or testimonials, creating a more relatable and persuasive presentation. Additionally, audio elements like background music or voice overs can set the tone and create an emotional connection with your audience. Utilising multimedia effectively ensures that your message resonates with different learning styles, leading to better engagement and understanding.

Where can I find affordable AV equipment for presentations?

Finding affordable AV equipment for presentations is possible through various channels. Online marketplaces like Amazon, eBay, and B&H Photo Video often offer competitive prices on projectors, screens, audio systems, and other AV essentials. Many electronics stores also run promotions and discounts, so keep an eye on local retailers like Best Buy or Fry's Electronics. Additionally, consider exploring rental options from AV rental companies, as they can provide cost-effective solutions for one-time events. Refurbished or second-hand AV equipment can also be found through specialised dealers or online marketplaces.

What are the latest trends in presentation technology?

As of my last update in September 2021, some of the latest trends in presentation technology included extended reality (XR) presentations, where VR and AR elements are incorporated for a more immersive experience. Interactive touchless presentations gained popularity during the pandemic, enabling gesture-based control and minimising physical contact with shared surfaces. AI-driven presentation tools, capable of generating dynamic slides based on spoken content, have also emerged. Furthermore, integrating live data feeds and real-time analytics into presentations allows for more dynamic and up-to-date information sharing.

How do I create engaging presentations using AV tools?

To create engaging presentations using AV tools, start by knowing your audience and tailoring your content to their interests and needs. Use a mix of multimedia elements like images, videos, and infographics to keep the content visually appealing and diverse. Avoid overloading slides with text and prioritise visual simplicity. Utilise animations and transitions strategically to maintain audience attention. Practise your delivery and timing to ensure a seamless presentation. Finally, encourage audience participation through interactive elements like polls, quizzes, and Q&A sessions, making them active participants rather than passive observers.

Can AV technology improve audience retention during presentations?

Yes, AV technology can significantly improve audience retention during presentations. The combination of visual and auditory stimuli helps reinforce information retention as people tend to remember content better when presented in multiple formats. Engaging visuals, such as charts and diagrams, aid in processing complex data. Moreover, incorporating storytelling through videos or multimedia sequences enhances the emotional connection with the material, making it more memorable. Interactive elements allow for active engagement and participation, further reinforcing learning and retention. Overall, using AV technology effectively can enhance audience focus and comprehension, leading to better information retention.

What are the benefits of using visual aids in presentations?

The use of visual aids in presentations offers several benefits. Visuals simplify complex ideas, making them easier to understand and remember. They enhance audience engagement and attention, as people respond more positively to visual content. Visual aids also facilitate better communication, as they provide a common reference point for the presenter and the audience. Presenting information visually helps create a more dynamic and compelling narrative, capturing the audience's interest throughout the presentation. Additionally, visuals enable the presenter to convey information quickly and efficiently, saving time and improving overall communication effectiveness.

How can I make my presentations more interactive?

To make presentations more interactive, consider incorporating various interactive elements. Start with live polls and surveys to gather real-time feedback and opinions from the audience. Use audience response systems to engage participants through quizzes and challenges. Encourage questions and discussions during the presentation, allowing for a more conversational approach. Utilise multimedia to incorporate clickable elements or hyperlinks, leading to additional content or resources. Lastly, consider using interactive whiteboards or touchscreens to enable direct audience participation and collaboration. By involving the audience actively, you create a more engaging and memorable presentation experience.

Which presentation software is best for my needs?

The best presentation software for your needs depends on various factors, including your specific requirements and preferences. Microsoft PowerPoint remains a popular choice for its user-friendly interface and widespread compatibility. For a more dynamic and non-linear approach, Prezi offers a visually appealing platform. Google Slides is an excellent option for collaboration and cloud-based accessibility. If you require advanced data visualisation, consider Tableau or Microsoft Power BI. To create interactive and multimedia-rich presentations, Adobe Spark and Haiku Deck are worth exploring. Ultimately, choose software that aligns with your presentation style, goals, and the level of interactivity you desire.

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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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What the New Overtime Rule Means for Workers

One of the basic principles of the American workplace is that a hard day’s work deserves a fair day’s pay. Simply put, every worker’s time has value. A cornerstone of that promise is the  Fair Labor Standards Act ’s (FLSA) requirement that when most workers work more than 40 hours in a week, they get paid more. The  Department of Labor ’s new overtime regulation is restoring and extending this promise for millions more lower-paid salaried workers in the U.S.

Overtime protections have been a critical part of the FLSA since 1938 and were established to protect workers from exploitation and to benefit workers, their families and our communities. Strong overtime protections help build America’s middle class and ensure that workers are not overworked and underpaid.

Some workers are specifically exempt from the FLSA’s minimum wage and overtime protections, including bona fide executive, administrative or professional employees. This exemption, typically referred to as the “EAP” exemption, applies when: 

1. An employee is paid a salary,  

2. The salary is not less than a minimum salary threshold amount, and 

3. The employee primarily performs executive, administrative or professional duties.

While the department increased the minimum salary required for the EAP exemption from overtime pay every 5 to 9 years between 1938 and 1975, long periods between increases to the salary requirement after 1975 have caused an erosion of the real value of the salary threshold, lessening its effectiveness in helping to identify exempt EAP employees.

The department’s new overtime rule was developed based on almost 30 listening sessions across the country and the final rule was issued after reviewing over 33,000 written comments. We heard from a wide variety of members of the public who shared valuable insights to help us develop this Administration’s overtime rule, including from workers who told us: “I would love the opportunity to...be compensated for time worked beyond 40 hours, or alternately be given a raise,” and “I make around $40,000 a year and most week[s] work well over 40 hours (likely in the 45-50 range). This rule change would benefit me greatly and ensure that my time is paid for!” and “Please, I would love to be paid for the extra hours I work!”

The department’s final rule, which will go into effect on July 1, 2024, will increase the standard salary level that helps define and delimit which salaried workers are entitled to overtime pay protections under the FLSA. 

Starting July 1, most salaried workers who earn less than $844 per week will become eligible for overtime pay under the final rule. And on Jan. 1, 2025, most salaried workers who make less than $1,128 per week will become eligible for overtime pay. As these changes occur, job duties will continue to determine overtime exemption status for most salaried employees.

The rule will also increase the total annual compensation requirement for highly compensated employees (who are not entitled to overtime pay under the FLSA if certain requirements are met) from $107,432 per year to $132,964 per year on July 1, 2024, and then set it equal to $151,164 per year on Jan. 1, 2025.

Starting July 1, 2027, these earnings thresholds will be updated every three years so they keep pace with changes in worker salaries, ensuring that employers can adapt more easily because they’ll know when salary updates will happen and how they’ll be calculated.

The final rule will restore and extend the right to overtime pay to many salaried workers, including workers who historically were entitled to overtime pay under the FLSA because of their lower pay or the type of work they performed. 

We urge workers and employers to visit  our website to learn more about the final rule.

Jessica Looman is the administrator for the U.S. Department of Labor’s Wage and Hour Division. Follow the Wage and Hour Division on Twitter at  @WHD_DOL  and  LinkedIn .  Editor's note: This blog was edited to correct a typo (changing "administrator" to "administrative.")

• Wage and Hour Division (WHD)
• Fair Labor Standards Act
• overtime rule

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 MEETING ROOM SOLUTIONS

Easily Connect, Present and Collaborate

In today’s fast-developing business world, clear and effective communication in meetings is critical to success. Especially due to the pandemic, hybrid meetings are becoming increasingly popular among companies worldwide. As a hybrid meeting combines both in-person and virtual attendance, companies may need to deploy more advanced technologies that allow their staff to collaborate without problems. AV Access provides eShare series presentation systems so you can make your company’s every meeting productive. Now Let’s explore how they can turn every meeting into a success.

Scenario 1: Open Space

Whenever you need to organize a quick meeting in an open space of your company, just bring your laptop, tablet or smartphone there. AV Access eShare W50 presentation system is plug-n-play and easy-to-use, so you can cast your screen via wired or wireless connection. Now groups of all sizes can self-organize, create an agenda, share knowledge and solve problems instantly.

Key Features:

• All-in-one presentation system with wired/wireless connection;
• Plug and play; no extra software or driver required;
• Supports wireless screen casting with AirPlay and Miracast;
• Supports USB-C/HDMI wired input;
• Supports up to 4K ultra HD input/output;
• Built-in 3x USB 3.0 port;
• Detailed and user-friendly OSD information;
• Supports automatic signal switching.

Connection Diagram for Open Space

Scenario 2: huddle room and small/medium meeting room.

• In-Person Meeting
• Hybrid Meeting

AV Access eShare W50/C30 presentation system is plug-n-play and easy-to-use, ideal for video presentation and collaboration in huddle room as well as small and medium meeting rooms. Just bring your own laptop, smartphone or tablet, and make a wonderful presentation in front of your bosses, colleagues or clients.

• All-in-one presentation system with wired/wireless connection (eShare W50);
• Plug and play; no extra software or driver required
• Supports wireless screen casting with AirPlay, Miracast and USB-C dongle (eshare W50);

Connection Diagram for In-Person Meeting

Recommended products.

eShare W50 4K Wireless Presentation System w/ BYOD & USB 3.0 for Hybrid Conference

MODEL:  eShare W50

eShare D10 USB-C Dongle for Wireless Casting, Display Transmitter w/ Button Control, Works with eShare W50 Wireless Presentation System

MODEL:  eShare D10

eShare C30 4K Presentation System w/ USB-C & HDMI Input, USB 3.0 Hub, 2×1 Hybrid Conference System for Small and Medium Meeting Room

MODEL:  eShare C30

AV Access eShare W50/C30 presentation system is plug-n-play and easy-to-use, ideal for video presentation and collaboration in huddle room as well as small and medium meeting rooms. It works perfectly with BizEye80 4K webcam and AnyCo A5 speakerphone , capturing sharp image and crystal clear audio for a seamless and efficient hybrid meeting. Now both local and remote attendees can communicate effortlessly with each other.

• Supports automatic signal switching;
• 4K ultra HD webcam with 120-degree ultra-wide angle and auto framing function;
• Full-duplex USB/Bluetooth speakerphone with 3-5 meters (10-16ft) audio pickup range.

Connection Diagram for Hybrid Meeting

BizEye80 4K AI Webcam w/ 120° Wide Angle, Auto Framing, Presenter Tracking, Built-in Mics & App Control, Works with eShare Series Hybrid Conference System

MODEL:  BizEye80

AnyCo A5 USB/Bluetooth Conference Speakerphone w/ 4 Mics, Enhanced Voice Pickup, Works with Leading UC Platforms for Home Office

MODEL:  AnyCo A5

Scenario 3: Large Meeting Room

AV Access eShare W50/C30 presentation system can work flawlessly with 4KEX50-KVM HDMI KVM extender (coming soon), so you can extend HDMI and USB signals up to 50m/164ft in a large meeting room. The presentation system is plug-n-play and easy-to-use, so you can cast your screen via wired or wireless connection. Just bring your own laptop, smartphone or tablet, and make a wonderful presentation in front of your bosses, colleagues or clients.

• The HDMI KVM extender can transmit HDMI and USB signals up to 50m/164ft via a single cat5e/6/6a/7 cable;
• The HDMI receiver supports analog audio de-embedding.

AV Access eShare W50/C30 presentation system can work flawlessly with 4KEX50-KVM HDMI KVM extender (coming soon), so you can extend HDMI and USB signals up to 50m/164ft in a large meeting room. Besides, the presentation system can work perfectly with BizEye80 4K webcam and AnyCo A5 speakerphone , capturing sharp image and crystal clear audio. Now video presentation and collaboration in a hybrid meeting can be much easier than ever! Both local and remote attendees can communicate effortlessly with each other.

• Supports USB-C/HDMI wired input; Supports up to 4K ultra HD input/output;
• Full-duplex USB/Bluetooth speakerphone with 3-5 meters (10-16ft) audio pickup range;
• The HDMI KVM extender can transmit HDMI and USB signals up to 50m/164ft via a single cat5e/6/6a/7 cable; The HDMI receiver supports analog audio de-embedding.

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Skien: Funn av død person etter leteaksjon

En person er funnet død i en elv i Skien.

• Eric Kjerstad Solheim
• Silje Lien Sveen

Mandag ble en 35 år gammel mann meldt savnet i Skien kommune. Frivillige organisasjoner iverksatte søk, og politiet har etterlyst mannen nasjonalt.

Torsdag kveld har en person blitt funnet død i en elv på Skotfoss i Skien . Litt før klokken 23 ble han hentet opp av vannet.

- Personen er ikke identifisert, men vi ser funnet i sammenheng med søket etter mannen som er meldt savnet, sier politiinspektør Odd Skei Kostveit i en pressemelding.

Kostveit legger til at det er for tidlig å si hva som har skjedd med den døde personen. Vedkommende vil sendes til obduksjon.

De pårørende til den savnede mannen er varslet om funnet, sier politiet.

Lørdag skal den savnede ha forlatt en adresse i bydelen Skotfoss.

– Det har vært noen hendelser utenfor Skotfoss som vi er usikre på om kan settes i forbindelse med personen som er savnet. Den siste observasjonen var lørdag klokken 17.30, og politiet var på stedet rundt klokken 17.50, sa Annie Sandersen til VG torsdag formiddag. Hun er leder av etterforskning- og etterretningsseksjonen i Grenland.

Politiet har mottatt flere meldinger, deriblant om at det skal ha vært en knivstikking og om observasjon av en blodig person.

– En del av etterforskningen til politiet går på å undersøke om det har vært en knivstikking, sa Sandersen.

Ingen er siktet eller mistenkt i saken.

Politiet ønsker spesifikt tips fra personer som var på Coop på Skotfoss mellom klokken 17.30 og 18.00 lørdag.

Onsdag fortalte operasjonsleder Roger Aaser at politiet hadde vært på en rekke adresser i forbindelse med saken.

Har du tips til denne saken?

Send oss informasjon, bilder eller video

Relaterte emner

Informasjon om AI i VG-artikler

Leaked presentation reveals Microsoft's astounding plan to ramp up data-center capacity for the AI boom

• Microsoft's data-center capacity jumped in recent quarters, a leaked internal presentation shows.
• The company is planning even faster data-center growth in the coming quarters.
• Microsoft delivered "record-level GPU capacity," according to the presentation.

Microsoft significantly expanded its data-center capacity recently and plans to ramp up growth to astounding levels going forward, according to an internal document obtained by Business Insider.

Since July 2023, the start of Microsoft's latest fiscal year, the company delivered more than 500 megawatts of new data-center capacity , the document disclosed.

This document was part of a confidential slide deck from the company's Cloud Operations and Innovation team that was presented earlier this year.

Under the heading "Commercial Cloud and AI Demands: Fueling our Expansion," the document said Microsoft surpassed 5 gigawatts of total data-center installed capacity in the first half of its latest fiscal year.

The rise of generative artificial intelligence and huge foundation models is fueling a new data-center boom . Microsoft is leading the way through its partnership with OpenAI , the startup behind ChatGPT and GPT-4 .

These AI models need to be trained on mountains of data and then fine-tuned intensely. That takes thousands of GPUs and a pile of other related gear that's housed in huge data centers. These facilities use so much power that their capacity is measured in megawatts and gigawatts of electricity.

Shaolei Ren , an electrical and computer engineering professor at the University of California, Riverside, said Microsoft's 5 gigawatts of installed data-center capacity, if fully used, would be equivalent to Hong Kong or Portugal's annual electricity consumption.

"Astonishing speed"

It doesn't stop there. The software giant laid out even more radical growth plans for its data-center empire in the document obtained by BI.

Related stories

"With a strong Commercial Cloud business, our goal is clear," Microsoft said in this part of the slide presentation.

Microsoft wants to double new data-center capacity in the second half of its fiscal year. This runs from early 2024 to the middle of this year.

In the first half of Microsoft's 2025 fiscal year, which runs from early July through the end of 2024, the company aims to "achieve 3x growth" in new data-center capacity.

This requires Microsoft to deliver more than 200 megawatts in data-center capacity every month.

"This is an astonishing speed," Ren told BI. "This is a very large data-center capacity."

Ren said Microsoft's capacity plans suggested the company was either seeing huge demand or simply wanting to stay competitive by securing future power capacity that otherwise might be taken by competitors.

He added that this also raised questions about the environmental consequences of adding such a large data-center footprint, given the carbon emissions and water consumption of the facilities.

A Microsoft spokesperson declined to comment.

'Record-level GPU capacity'

The company is also securing a record number of GPUs to handle new AI workloads in data centers.

In the second half of last year, Microsoft delivered "record-level GPU capacity," more than doubling its total installed GPU base, the document said, without mentioning actual numbers.

Microsoft's GPU footprint expanded into 39 additional data centers in this period, and the company now has "AI clusters" live in 98 locations globally.

Contact the reporter, Eugene Kim, via the encrypted-messaging apps Signal or Telegram ( +1-650-942-3061 ) or email ( [email protected] ). Reach out using a nonwork device. Check out Business Insider's source guide for other tips on sharing information securely.

Axel Springer, Business Insider's parent company, has a global deal to allow OpenAI to train its models on its media brands' reporting.

Watch: How tech layoffs could affect the economy

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