At Event Works Europe, we understand that creating a seamless, engaging event experience requires more than just great content and a stunning venue. One of the key elements that often makes or breaks an event is the Audio-Visual (AV) setup. From microphones and lighting to projectors and live streaming, the right AV solutions are essential for delivering a polished and professional experience for your audience.
In this blog, we’re sharing the basics of AV to help you understand what goes into a successful event production. Whether you’re running a conference, a live performance, a hybrid event or anything in between, we’ve got you covered. As an experienced event agency, we specialise in managing all aspects of AV, ensuring that everything runs smoothly and aligns with your vision.
Read on to discover the top AV terms you need to know, the equipment involved, and how we can assist in creating a flawless event experience for you and your audience. We also include some pointers around budget which is always a key consideration!
1. AV (Audio-Visual)
This refers to the combination of sound and visuals in an event. Audio includes microphones, speakers, and mixers, while Visual includes screens, projectors, and lighting systems. Both are essential for creating engaging, professional event experiences.
2. PA System (Public Address System)
The PA system amplifies sound across the venue, ensuring clear audio for large audiences. Key components include:Wireless Microphones: These microphones provide freedom of movement, without the limitations of cables. They are commonly used in speeches, performances, or on-stage events. Wireless mics can come in several forms, such as lapel (lavaliers), headset mics, and handheld mics.
Microphones:
Lavalier (Lapel) Mic – A small, hands-free mic clipped to clothing, ideal for speakers and presenters.
Handheld Mic – A traditional mic held in hand, commonly used for speakers or performers.
Headset Mic – A mic worn around the head, leaving hands free, often used for performers or active speakers.
Speakers: Options include floor monitors (for performers) and line arrays (large speaker systems for bigger venues).
Amplifiers: These provide the power and signal to run the speakers, ensuring that sound reaches all corners of the venue.
3. Projector
Used to display visuals like slides, videos, or presentations. The two main types are:
- Front Projection: The projector is placed in front of the screen. This is most common but requires control over lighting to avoid reflections.
- Rear Projection: The projector is placed behind the screen, providing a cleaner display and preventing lighting issues. Often used in spaces where projection space is limited.
4. Mixer
A device for adjusting and combining multiple audio or video signals.
- Audio Mixer: Adjusts sound levels from various sources (microphones, instruments, recorded audio), ensuring a balanced mix. Popular brands include Yamaha and Allen & Heath.
- Video Mixer: Switches between different video inputs (e.g., cameras, slides), essential for live events, broadcasts, or conferences.
5. LED Wall
A large digital display made up of panels of LEDs, delivering bright and vibrant visuals. Commonly used for dynamic content at large events, it can be custom-shaped to fit specific spaces. OLED screens (Organic LED) offer better contrast but tend to be more expensive. LED walls are energy-efficient, easy to set up, and provide high-quality visuals.
6. Live Stream
Enabling remote viewing of an event in real-time:
- Streaming Equipment: Includes cameras, encoders, and platforms like YouTube, Facebook Live, or Zoom.
- Cameras: Used to capture the event from different angles, often with robotic control for live streaming.
- Encoders: Convert video and audio into a streamable format for online audiences.
7. Lighting Rig
Lighting sets the tone of the event. Common types include:
- Spotlights: Used to highlight speakers or performers on stage.
- Floodlights: Provide general, broad lighting for the entire event space.
- LED Lights: Energy-efficient, customizable to different colors and effects.
- Moving Head Lights: Adjustable lights that can change direction and color, creating dynamic effects, especially for concerts and stage performances.
- Up-lighters: Positioned on the floor and directed upwards, these lights provide color and atmosphere around the perimeter of the room.
- Ambient Lighting: Provides general illumination, contributing to the event’s overall atmosphere.
8. Set and Staging
The set and staging are critical in shaping the event space and supporting AV elements. Proper staging ensures a functional, safe, and visually appealing environment for speakers and performers. Key aspects include:
- Stage Design: Whether it’s a simple platform or an elaborate set, it sets the tone for the event and creates a focal point.
- Backdrops and Drapery: Help with the visual appeal, hide technical equipment, or even act as projection surfaces for branding or presentations.
- Podiums and Ramps: Enhance accessibility and provide platforms for speakers to engage with their audience.
9. AV Technician
These professionals set up, operate, and troubleshoot AV equipment during the event. Their responsibilities include:
- Setup and Testing: Ensuring microphones, speakers, projectors, and lighting are working correctly before the event.
- Real-time Operation: Monitoring sound and visuals during the event, adjusting as needed to maintain quality.
- Troubleshooting: Quickly addressing technical issues to avoid disruptions.
10. Signal Flow
The path that audio and video signals take from the source to the final output. Proper signal flow is crucial to avoid signal loss or poor quality:
- Audio Signal Flow: Begins at the microphone or instrument, moves to the mixer, then to amplifiers and speakers.
- Video Signal Flow: Starts at the video source (e.g., camera, computer), goes through a switcher or mixer, and ends at the projector or screen.
11. Budget Considerations
When planning AV for an event, it’s important to account for the costs of equipment, staffing, and setup. Here are some things to consider:
- AV Equipment Rental: Renting AV equipment is typically more cost-effective for one-off events. For permanent installations, it might be worth considering purchasing, but for most events, renting provides the best value.
- Technician Fees: AV technicians typically charge either by the hour or as part of a package. Be sure to budget for setup, event duration, and potential overtime.
- Venue AV: Some venues offer built-in AV services, which may reduce rental costs but could still come with additional fees.
- Additional Costs: Consider the costs of internet connectivity (for live streaming), custom setups (like LED walls), and any extra AV components (e.g., microphones, cameras, lighting) that might be needed for specific events.
We’re Here to Help You Make Your Event Shine!
Understanding AV can feel overwhelming, but with the right guidance and expertise, it’s one less thing to worry about. We have the experience and know-how to handle all your AV needs, ensuring a smooth and impactful event every time. From selecting the right equipment to coordinating technical logistics, we’re here to make sure everything runs flawlessly.
If you’re planning an event and want to ensure your AV setup is top-notch, get in touch with us today! We’d love to help bring your vision to life and take your event to the next level. Contact us now to discuss how we can support your event with the perfect AV solutions