Organizing a corporate event requires meticulous planning and execution to ensure its success. One critical aspect that can make or break your event is audiovisual (AV) production. Utilizing professionals, such as Metro Technical Services, with state-of-the-art AV equipment plays a vital role in creating an engaging and immersive experience for your attendees. Discover valuable elements of hosting a seamless corporate event that will have your guests fondly remembering long after the event has ended.

The Importance of a Producer

To alleviate stress and ensure a smooth event, consider hiring a producer, especially for larger or more complex events. A producer acts as a liaison between you and the AV team, taking care of all the intricate details. Their experience enables them to ask the right questions, address potential challenges, and oversee the entire production process, ensuring nothing falls through the cracks.

Building a Run of Show

A Run of Show (ROS) is a crucial document that provides a concise overview of your event. Collaborate with your AV provider to develop a clear and concise ROS. A spreadsheet format works well for this purpose, with columns for Time, Duration, Who or What, Stage Direction, Video, Audio, Lighting, Special Notes, and other relevant elements. This ROS acts as a roadmap for your event, allowing the tech team to understand the event flow and execute their tasks effectively.

Content Management

Managing content, such as information for audio, videos, and presentations, is a pivotal aspect of any corporate event. Designate a point of contact responsible for handling all content-related
tasks. It’s recommended to collect all content in one central location, organized in a relevant hierarchy for the event. For small events with a single session, placing all content in one main folder with subfolders for Videos, Audio, Presentations, etc., is generally sufficient. However, for larger and more complex events with multiple sessions, creating separate folders for each
session becomes imperative.

To ensure smooth content delivery, your AV team should have copies of all content locally. While sharing content through online folders is convenient, it can be slow and cumbersome for larger
files. Supplying the AV team with an SSD (Solid State Drive) containing the content to be presented can significantly speed up the process.

Coordinate with your AV provider to establish a content delivery deadline. This allows the team to review the content, program it into media servers or playback systems, and address any potential issues well in advance. Providing content at least one week before the event is a common requirement, enabling the audiovisual experts to ask questions and make necessary adjustments, leading to a stress-free event.

Schedule a Site Visit

Before the event, arrange a site visit. This visit will help determine critical details such as room acoustics, speaker and camera placement, power requirements, access to power, tech control area setup, and load-in and load-out logistics. By familiarizing your AV partner with the venue, you can proactively address any technical challenges and optimize the event’s setup for the best audiovisual experience.

Related: 4 Ways to Improve the Lighting for Your Next Zoom Call

Event Types and AV Considerations

Depending on the type of corporate event you are hosting, there are specific AV considerations to keep in mind:

• Breakout Sessions: Ensure your AV provider can support multiple sessions simultaneously by having the necessary equipment and staff to handle the technical requirements of each session.
• Panel Discussions: Arrange the appropriate audio equipment, such as microphones and speakers, to facilitate clear communication between panelists and the audience.
• Q&A Sessions: Set up a dedicated system, such as wireless microphones, to enable seamless audience participation during Q&A sessions.
• Hybrid Events: For events with both in-person and virtual attendees, you will need a reliable live-streaming platform, video conferencing equipment, and high-quality audio systems to ensure a seamless experience for both audiences.
• Remote Presenters: If you have remote presenters joining your event, work with your AV team to establish a reliable virtual communication setup, including high-speed internet connections, video conferencing software, and remote control of presentation materials.

By understanding the unique requirements of each event type and collaborating effectively with your AV provider, you can ensure that the technical aspects enhance the overall event experience.

Let Metro Technical Services Help You Host a Memorable Corporate Event

A successful corporate event heavily relies on professional audiovisual equipment and AV providers. By following the tips outlined in this blog, such as hiring a producer, managing content effectively, building a comprehensive Run of Show, scheduling a site visit, and considering the specific requirements of different event types, you can host a seamless and engaging corporate event.

To get ready for your next event, partner with Metro Technical Services to achieve your event objectives and create a memorable experience for all attendees.