ILEA Austin Chapter members learned about AV Technology at Vault Space for an educational meeting, Stacey Hoyt from the Blanton Museum gave us an overview of AV and Technology. In addition, ILEA also teamed up with we had ILIOS Lighting Design show us some pretty awesome lights and graphics. Also collaborating with BoothEasy Photo Booth Company and AzulOx Visuals, LLC for some extravagant pictures of the attendees with their nifty photo booths and fun props!
Technology is more critical than ever before. It is no longer as simple as just a microphone, spotlight and company logo. Today audiences expect a more deeply involving experience, especially when adding webcasting and live streaming, projection mapping and personal iPads, intelligent lighting and video walls, even recording and post-production for social media and websites. As event planners, it’s necessary to know a little about everything, especially if our client needs to plug in a slideshow. Like Stacey put it “when someone asks for the AV guy, you need to be confident in your AV skills to be able to say, ‘I am the AV guy!’”
Knowing about AV and technology is essential information to the successful event planner. Planners need to know what they’re doing when it comes to technical production in order for their event to go smoothly in all areas. There’s a ton of ways that any event can go south because the planner didn’t ask the right questions or communicate the proper information to the presenters or the vendor. Also, a planner who knows about AV and technology is more valuable to their clients. If all you are is a middleman between the lighting, a/v or production vendor and the speakers, you might as well get out of the way. Instead you should be providing value-added information to the client and taking control of managing the entire event, including what happens on stage.
After Stacey’s talk, there was a great panel discussion which also featured Adam Kirby, Jonathan Jow and Dan Yates. There was a great array of questions from the group and awesome, informative answers from the panel.
Regardless of your venue, either an event space or hotel, restaurant or club. There are some important questions the planner should ask to avoid uncertainties later. One of the most important questions to ask is when do you have access to the space. As a planner, one must plan ahead to make sure your lighting and AV team have the time necessary to set up their equipment. Next, the planner should ask what type of equipment does the venue provide. In-house AV has an all-in-one-package advantage. However, it can be pricy so for large events with significant AV needs, event planners are negotiating open sourcing into their contracts and agreements to give them the flexibility of bringing in their own AV suppliers. Although there are many different questions the planner should ask in addition to these, the panel did a splendid job clarifying event situations from the AV and technology point of view.
This was a great turnout! We’re all looking forward to September’s Educational Meeting!
A special thank you to all our vendors:
– Vault Space (venue)
– Lindsey Leigh Hollingsworth, Whim Hospitality – Lead Planner
– Whim Hospitality (rentals)
– Catering with a Twist (catering)
– Strong Events (draping and décor)
– ILIOS Lighting Design (lighting)
– Archer and Olive (invitation and program design)
– LoudMouth Rentals (A/V)
– The Cake Plate(dessert)
– Stacey Hoyt Events (speaker)
– BoothEasy Photo Booth Company (photo booth)
– AzulOx Visuals, LLC (photography)
– The North Door (bar provider)