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7 AV Tips for Your Next Event

Disney LED Wall

When it comes to events, it’s all about creating the perfect experience.

You usually get just one chance to deliver the ultimate moment for your guests so it has to look better than good – it has to impress.

But if you aren’t an expert in AV it can be hard to know where to start, let alone understand the jargon, your specific AV requirements, the amount of power you need and how your content should be formatted.  

Never fear. As experts in AV, we’ve got the low-down on how to create a memorable event with these 7 AV tips for your next event:

1. Know that AV suppliers are more than just AV suppliers

The first thing to remember is that AV suppliers are about more than just AV. It’s important to make the most of your AV supplier and discover the range of services they can offer. At Smart AV, we offer support for your event from start to finish, giving you advice, assistance and a dedicated service to ensure your show runs smoothly.

Our team also offer onsite surveys prior to the event to ensure the design spec meets the requirements, and will spend time analysing your brief to ensure our recommendations meet your needs. As AV experts, you will be assigned a dedicated Account Manager who will be  your main port of call before, after and during the show to help you to achieve the best results possible. We can also provide CAD and DWG drawings of all of our products in advance, to help your designers make the best decision at point of pitch.

LED Wall Render  LED Tunnel Render

So remember: as a leading AV company, we are more than just your AV supplier. We are your AV partner at every stage of your AV installation. From concept through to the installation. Just because, that’s what AV suppliers do.

2. Get your AV supplier involved as early as possible

Your AV doesn’t have to be a last minute addition, in fact, by seeking our expert advice as early as possible you can make sure your AV is built into your event display to achieve the most professional finish. We work with designers, stand builders and directly with brands to plan out the required AV needs from the moment the concept has been decided upon until it has been approved.

Smart AV works across a range of events and shows, and has years of AV experience to bring to your event, including LED hire, seamless videowalls and interactive hardware.

3. Know your venue’s restrictions

Getting to know the venue or space you will be using for the AV, and most importantly its restrictions, is crucial when it comes to getting your AV right. It’s a good idea to speak to the venue as early as possible, before you commit to the AV you want to use, and find out answers to all of the important questions.

If you are unsure what to ask when it comes to your AV fitting with us, speak to one of our specialist AV consultants and they will tell you exactly what you need to know. If your event is outdoor, for example, our LED specialists will be able to give you advice on how to check that the venue has the right health and safety provisions in place and the right power.

Having supplied AV around the world, across all of the key shows in the events calendar, our team will often know the relevant details about the venue straight away.

4. Check the power, and then check it again

As AV experts, we know how important power supply is. The key message is: never just assume that you will have enough. Make sure you check and double-check with your venue exactly what their power capability is. For example, did you know that a lot of venues actually charge a power fee? If you are currently organising an event, do you know what this is for your venue and how much it will cost?

It is sometimes possible to negotiate these fees, but you must ensure that you do not risk the quality of the power as this could be dangerous. Alternatively, seek help from the experts. We will always advise what power you need for any of our AV solutions.

5. Assess your content

Content is what makes the product and after you have undertaken the extensive process of creating your display or LED wall, it’s very important that you make sure your content is created in the right format. In fact, from our experience it is a good idea to check the format of your content as early in the process as possible (as soon as you know what your AV will look like).

If you do not have access to content management software, we have an in-house content management team who can edit and adjust your content to ensure it is fit-for-purpose. Our team can also advise your content creation team on any edits at the beginning of the process, to ensure you do not need to make any changes at the last minute and that you achieve the polished effect you desire.

At our 40,000-sqft warehouse space, we have demonstration facilities to setup your AV solution and test your content in our showroom, long before you even get onsite.

Intel Wall at Mobile World Congress 2017

6. Communicate with your AV supplier

AV terminology can be confusing, what does it really mean to have more pixels? And what is the difference between 4K and HD? First of all, it’s important not to worry too much about the AV jargon, but to focus on a good level of communication with your AV supplier.

We have spent over 10 years knowing everything there is to know about AV and never assume anything. We understand that AV can be confusing, which is why we work to make sure that you understand every aspect of your AV hire and our working processes and practices in as much detail as you need to. We prioritise this level of communication with every single client.

7. Make the most of onsite help

Depending on the nature of your event, we can offer dedicated onsite technicians and AV experts as part of your AV hire package. While onsite support and service can entail an additional cost, the result is often worth the additional outlay.

With an onsite team you can ensure your display will be set up and monitored without any glitches, and you can trust that the equipment is being managed in the right way. We can also offer an onsite team that run the event for you from a technical perspective.  

Need help with your next event?

Never underestimate the power of the expert. At Smart AV, we have over 10 years of experience working in the AV and event technology industry. Based on your needs, we can pull together a detailed design for your next event and bring it to life. Contact us today to request a quote or to have an informal discussion about your next event.

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