How to Incorporate AV into Your Events?

How to Incorporate AV into Your Events?

Maybe your business revolves around planning and organizing events or maybe you just have to host them a couple of times a year. Either way, knowing how to organize a great event is detrimental to any business. 

There are many important factors to an event — the location, the catering services, the participants, and so on. But without a doubt, one of the most important elements is the AV (audiovisual) system. 

Why is that?

Well, let’s imagine the following scenario. Your company organizes a conference where potential investors and business partners will attend. Everything goes smoothly until you have to hold a speech about the history of your company. 

Obviously, you need a presentation to go with your speech. That means you need at least an LED screen to show the presentation, a sound system, and a lighting system. 

All in all, you will need an integral AV system to work with. But how can you incorporate AV into your event? Let’s find out:

Figure Out if You Need AV 

Any event is better with the assistance of AV, but sometimes, you might want to cut down on your business’s costs. Now, that means either:

  • cutting AV out of your event entirely
  • going for a cheaper AV distributor

So, how can you decide if you actually need an AV system at your event?

You must first assess the importance of the event and your guest list. If you are dealing with an important event that will attract a lot of guests (for example a conference or an exposition), then you should go all out with the AV system.

But if the event will be smaller, like a meeting, then contacting a more affordable AV distributor is a better option.  

You should also check what resources you need for your event. Generally, AV systems don’t just come with LED screens, microphones, and speakers. They can also include video cameras, projectors, podiums, two-way radios, and much more. 

See if your event needs all of these elements. If it doesn’t then you most probably can get away with a small AV package or no AV at all. 

Plan Ahead 

If you have decided that you need an AV system at your event, then the next step is to start planning. 

The first thing that you need to figure out is what kind of AV equipment you need for your event. As mentioned, there are a lot of features that AV has to offer, so you need to choose carefully. Make a list of everything you need and set out a budget for your event. 

Once you have your list and budget, you will need to contact a good AV distributor, but in order to do that, you need to find a suitable AV distributor.

To find a great AV distributor that matches your demands, you should:

  • Take a look at the local distributors — you need to make sure that your distributor can actually bring the AV equipment to your venue
  • Check out what each distributor is offering — you need to know what distributors have to offer so you can see if they meet your needs 
  • Take a look at their prices — incorporating AV into your event can become pricey, so you should check the prices of the AV suppliers you have found 
  • Contact the AV distributors — a quick call or meeting can ensure if you and your potential AV supplier are on the same page

After you strike a deal with your AV supplier, you can concentrate on planning the rest of your event.

Oversee the Preparations

It is advised to keep in touch with your suppliers and make sure everything is prepared for your event. 

On the day of the event, you, or your business’s representative should oversee the preparations to make sure that everything is positioned where it should. You should also accustom yourself to the AV equipment before the event to ensure that you know how to use each piece of equipment. 

This way, your event will go on without a hitch ad you can enjoy the success of incorporating AV into your activities. 

Bottom Line

A big part of any AV system is the screens and we know for a fact that LED screens are some of the best screens on the market. But where can you find some quality LED screens?

You don’t have to look far, because you can fund the best LEd screens right here. Whether you are a business that wants some LED displays for your events or an AV distributor in search of better LED screens, we can definitely give you what you want and need. 

You can contact us today and let our team of professionals consult you and guide you into making a smart and worthy purchase.

QST LED™ is an award-winning, LED video manufacturer with significant projects deployed all throughout North America, Europe, Asia and Middle-East since 2007. Our LED screens have been associated with fine organizations such as the NBA, NFL, NHL, NASCAR, PGA,USOC, and in locales such as the Times Square Novotel, Superbowl LV Arena. As an American majority-owned company with low cost Asian manufacturing subsidiaries, we take pride in using top-tier components and delivering high-quality, reasonably priced screens with local inventory and technical services. 
In 2022, QST LED launched the HOLODECK™ LED division to serve the international Virtual Production community. HOLODECK™ LED technology powers an estimated 70% of the XR/VP studios in China including the most influential film company and University film program, China film group and The Tsinghua University, respectively, uses our technology exclusively. We have also been approved by the likes of Lux-Machina, Vu Studios, and have participated in camera tests at the legendary Pinewood Studios, ETC and many other shoot-out!
Contact today to learn more about our LED technology that’s specially formulated for VP and ICVFX. Demo’s are readily available in North America, Europe and Asia. 
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