Essential Audio Visual Hire Tips for Seamless Event Execution
Pulling off a successful event is an art form, and the role of finding the right audio-visual equipment cannot be overstated. Sound clarity, crispy visuals, and a well-constructed light show; all of these elements come together to set the stage for your event, so it’s vital that they go off without a hitch.
Equipment that is faulty, overly complex, or doesn’t serve the right purpose will only incur costs for you while undermining the success of your event. In other words, it pays to know not only what equipment you’d like to hire but how to hire it like a professional event planner.
There’s a certain science to audio visual hire, and as one of the top providers of audio visual equipment and event planning in Auckland, the team at Oceania wants to do our part here. We’ve put together a guide: five essential audio visual hire tips, each more essential than the last.
So, what are we waiting for?
1: Understand Your Event’s Needs
Before you jump straight into your audio visual hire process, there’s a vital step that will lay the foundations for a great event: a little bit of reflection. Understanding exactly what you need from your event’s equipment will help you find the perfect fit and save you a whole lot of frustration as you search.
Consider: what is the purpose of your event? A celebratory party will always need a different setup to a productive conference, and the right interaction of audio visual equipment will produce the perfect atmosphere.
Here are a few things to think about before you start shopping:
· Audio: how crisp do you need the sound to be? Will your attendees be listening to music or enjoying keynote speeches? How portable does your sound setup need to be?
· Visual: Will the focal point of your event be screen-based, or are your visuals more decorative? How far away will your audience members need to be? What kind of power supply access do you have?
· Lighting: What kind of visual experience do you want your guests to have? Is your event happening at night or during the day?
· Staging: What’s the focal point of your event, and what facilities are built into your venue? What supplementary equipment do you need to invest in?
As you can see, each type of event will have inherently different AV demands, so it’s vital to understand what these are in advance. Get to know your venue, get clear on what you want from your event, and use those two things to create a detailed shopping list for your audio visual hire needs.
2: Work with a Reputable Audio Visual Hire Company
Not all AV hire providers are created equal. Trustworthy providers don’t just drop off gear; they’ll walk you through setup and troubleshoot any issues on the day.
With all these choices in the Auckland event production scene, it can be tough to find the right company for you. Start by looking for companies that have plenty of positive reviews online, offer a broad range of up-to-date audio visual equipment, and are committed to providing on-site technical assistance. This ensures you’ll be supported from start to finish, regardless of what happens on the day.
Top-notch audio visual hire companies are also careful to provide redundancies or back-ups, so you’ll never be caught by surprise if a piece of equipment unexpectedly malfunctions.
3: Plan for Setup and Testing Time
AV mishaps regularly plague events, and those are usually down to a rushed setup or skipped checks. Any professional event production team will schedule plenty of time to install and test equipment prior to the start of the event. Even if you’re only hiring the equipment, make sure to schedule those sound and lighting checks into your itinerary so that any mistakes are caught early enough to fix them.
Testing allows you to catch problems like microphone feedback, screen alignment, or lighting glitches. A trial run with presenters or performers also helps ensure everyone is comfortable with the setup and avoids last-minute surprises.
4: Opt for Technical Support During the Event
Even with the best-prepared setup, things can go wrong. Microphones can cut out, or a video feed might glitch. Having an AV technician on-site during your event will back you up in case Murphy’s Law decides to make an appearance, and things start going haywire.
Experienced technicians can address technical issues immediately, minimising downtime and keeping your audience engaged and unaware of the background fixes. While it might feel like an extra expense, the smooth execution ensured by an on-site technician is well worth it.
5: Keep Your Budget in Check
Finally, audio visual equipment hire can rack up quite the cost. While high-quality equipment is a crucial investment for the success of your event, the final price tag doesn’t have to break the bank! When in doubt, prioritise the must-haves over the nice-to-haves.
As you can see, hiring the right audio-visual equipment doesn’t have to be overwhelming. With a clear understanding of your needs, the right hire company, and proper planning, you can create an unforgettable event that runs seamlessly from start to finish.
Start early, ask questions, and lean on the expertise of your AV provider. That way, you can focus on what really matters: delivering a memorable experience for your audience.
Hire world-leading AV equipment from the team at Oceania.
Oceania Productions is your home for all things event production. From our in-house creative event production team to our full range of audio visual equipment for hire, we have everything you need to craft the perfect event.
Explore our range, or get in touch with our technicians to learn more about how we can help you execute a memorable event.