“The single biggest problem in communication is the illusion that it has taken place.” – George Bernard Shaw
Your event is fast approaching and you’ve got a million and two-thirds issues to deal with. One relatively painless way that you can make your event run as smoothly as possible is to read through your script and visualize how each transition and music/video cue will be carried out. Include any notes in the script, and communicate that to your A/V Technicians as soon as it’s all laid out in your mind. Mentally work through every step as if you are giving the entire presentation yourself. Putting yourself in the shoes of your presenters and A/V Techs helps you realize snags and potential event planning hazards well-ahead of time.
Avoid Messy Mishaps
For instance, one of your presenters chooses to play fast and loose with the primary wireless microphone and wanders off-stage with it (yes, this actually happens). If your other presenters don’t know where that mic is, or you don’t have someone watching and following along with the script (usually a stage manager; any volunteer can do this) you now have a potentially derailed program. Rest assured, when you have an auditorium or event center full of people staring at an empty, silent stage, a few minutes will feel like an eternity. Or let’s say you have two presenters speaking at once. There are two wireless microphones laid out for their use, but that information never found it’s way to the script or the presenters, so they awkwardly attempt to use the one microphone on the lectern between them. Now you have poor microphone signal coupled with uncomfortable presenters on stage.
Inform & Involve
If there is a specific video cue, the presenter AND the tech cueing should have a clear signal that it is time to roll. Too often in poorly planned events does a video roll begin too early, cutting off the presenter’s final words. The presenter might not even be aware that they should cue up the video and they just expect it to play, turning around and staring at a still image on a projector screen and waiting.
You never know what might be relevant to someone who doesn’t already have your intimate knowledge of the event. Remember, your A/V Technicians are not merely providing, operating, and monitoring the audio-visual equipment, we are actively participating and following along with the script. We are part of the show, and the more involved and informed we are the better.
Communication is Key
Good communication between all parties involved is crucial in for any event to be a success. Make it a habit of bringing your A/V technicians into the loop early and often during the planning process. We can help you quickly identify your A/V needs and direct you to the necessary equipment you’ll need to meet them, which could help greatly in avoiding unnecessary stress and costs.
Of course, as every event planner knows, details are fluid and will change. The sooner and more thoroughly you can consult and inform your A/V technicians the more adroitly they can adapt to changes with you, resulting in a smooth and (to the uninitiated) effortless looking production.
– James Wade 2017 –