Technical Basics Every Event Planner Must Know

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1. Load In / Load Out

This is the pre event phase, when the necessary AV equipment is loaded into and set up within the venue, and then removed again once the event is over. Do take note on the type of building, layout and facilities to ensure a smooth set-up process. For example, is the loading bay and lift suitable for the amount of equipment you ordered? Are there any security issues to take note of?

The last thing you want is a delay in event schedule due to the building’s limitations and tough load in process. All these details will make any load in or load out much easier and keep your AV vendors happy.

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2. Sound (speakers/microphones)

Remember that sound is an important factor for your event. Depending on the venue layout, type of event and number of participants for your event, your audio visual partner should recommend you with the ideal speaker system and placement best suited for that event. 

Wireless microphones fall into two main categories: handheld and lavalier. A lavalier is a hands-free mic usually worn by presenters on a head or collar. For events with guest speakers, do check with them in advance what type of microphones they prefer. Some speakers actually prefer handheld microphones as it helps them avoid awkward hand movements and gestures.

If your event is employing high-energy music or cinematic sound effects (eg. Gala Dinner, Concert, Music Festival etc) ensure the sound system can replicate the full range of sound. Subwoofers will be required to maximize the impact of any low-end effects or bass lines.

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3. Aspect Ratio

For example, if all your visual content is designed according to a 4:3 ratio, do make sure not to order a 16:9 widescreen monitor. This kind of mismatch is what causes the dreaded black bars at the borders of PowerPoint slide shows.

The current international standard for HDTV is 16:9. (The older standard of 4:3 is also still in use, but slowly becoming uncommon.) If you are using the venue’s projector, do check with their audio visual department beforehand on their projector screens’ aspect ratio. The objective here is to take full advantage of the screen size. 

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‍4. Live Stream / Video Conferencing / Event Videography

Video streaming or virtual events have become increasingly popular recently due to the Covid-19 pandemic which causes all live events to take a break. This may have been like an add-on item in the past but now live streaming is becoming essential for increasing brand awareness and sales conversions.

Our suggestion is for event planners to convey clearly the objective of the event to their audio visual partners. This way AV production companies like us will be able to recommend the appropriate equipment, camera placement, shooting style and content creation. 

A great example would be if an event is part of a larger marketing or brand awareness campaign, we will be able to propose the idea of video recording and post production editing on top of the live stream itself. The video assets afterwards can be used for social media content, YouTube videos or promotional material for the client’s marketing strategy.

A well thought-out event content strategy can vastly increase your ROI.  To get more ideas, check out our virtual events proposal here.

5. Electrical Supply

Most AV equipment will require a substantial amount of power, especially if you are planning to cater equipment such as LED Wall/Line Array/Stage Lightings for your event needs. That being said, you will need to tap into a bigger power source from the venue or an external generator set. Do note that most event venues (for example Marina Bay Sands Expo & Convention Centre and Singapore Expo) in Singapore will require a proper DB box and the endorsement of a Licensed Electrical Worker to ensure that the electrical installation for the event is safe.

Before making an AV equipment list, talk with the management at your venue to understand their power provision. Your AV vendor will be able to make the appropriate equipment recommendations based on that information. Our team at APEX Productions will always provide a complimentary site visit with our clients to the venue to ensure that you are not wasting time and money on equipment that you cannot use.

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6. Light It Up!

Lighting is arguably the most crucial aspect of your event venue. Most venues have basic lighting installed but you can consider catering additional stage wash and profile lights if you have speakers that will be presenting on stage.

This is exceptionally important if you are planning to take photos and videos on the speaker (check with your photographers beforehand what lighting is suitable for them).

If you’re looking to add an extra touch of exquisite spectacle you can achieve this with stage lighting/moving heads. Additional lighting can really add an inspiring, dynamic look to your overall event design. Not to forget that there is always a branding opportunity by ordering customized gobo lighting to shine your company’s logo/slogan around the venue. 

Our project team has done up many custom gobos for our clients to date. If you are not sure what a gobo lighting is, this is the Wikipedia definition of it.

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‍7. On-site Technicians/Engineers

The bigger the scale of your event is, the more complex your production set-up is going to be. Consider having our company technicians on site to help with any technical issues that may come up. For bigger events, your AV partner will advise on the suitable number of technicians for different production areas. 

Even though it might seem tempting to run a simple AV production for a small event yourself, the downside when a technical issue arises will far outweigh the cost that you saved. One cost that you should not try and save is allocating the budget for the proper technicians to standby for your event.

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‍If you are planning on an upcoming event and need help with event solutions such as technical production, multimedia services or AVL equipment and manpower support, feel free to email us at enquiry@apexhibitors.com

We are more than happy to provide a complimentary consultation with regards to your event!