Tips and Tricks to Plan the Perfect Event

Author: Communications Concepts, Inc. (CCI) Website | | Categories: App Development , AV Rentals , Corporate Video Production , Drone Video Production , E-Learning Videos , Event Planning , Event Video Production , Grip Equipment , Instructional Design , Lighting Equipment , Live Event Producers , Video Production Company , Video Production Studio Rental , Video Solutions , Virtual Events , Virtual Trade Show Services , Website Design

Blog by Communications Concepts, Inc. (CCI)

Event Planning Tips

When it comes to planning an event, always keep the reason for the event in mind, so you stay focused on the goal and it doesn’t get out of hand and turn into something you didn’t want. Then, decide on an approximate date for the event and a budget. Start your list of what you’ll need to pull it off:

  • Venue - location, size, seating capacity, convenience to attendees, food and drink service.
  • Audio Visual support - microphones, sound system, speakers, projectors, screens, etc.
  • Audio Visual tools - music, movies, PowerPoint, etc.
  • Presenters and speakers, musicians, performers.

Contact the potential venues to find out about date availability, whether or not they meet your requirements and get estimates or proposals from the venue.

If the venue doesn’t provide the AV requirements needed, you’ll need to get quotes from other vendors who do provide AV equipment and AV support.

Set up registration, ticketing or an RSVP plan for the attendees to respond.

Set up a schedule for notifications of the event. Many of these items would be sent electronically:

  • 60-90 days prior to monthly the event - send out “Save the Date” publicity to attendees.
  • 30-60 days prior to the event - send out the invitation.
  • 60 days prior to the event - send out a press release to the and weekly media outlets.
  • 1 week prior to the event - send out a reminder to attendees.
  • 30 days prior to the event - send out a press release to daily and electronic media outlets.

Create an agenda and if necessary, share it with the venue, so they know what you plan to do.

On the day of the event:

  • Arrive early
  • Double check everything
  • Test your audio, video and presentation to make sure it’s functioning properly.
  • Rehearse, especially if it’s a big event.
  • Start on time, keep it on time - the audience appreciates timeliness and brevity.
  • Make sure to thank everyone; the attendees, venue staff, presenters, etc.
  • End on time.

Presentation Tips

Presentations are not just content anymore. They now have flashy audio/video effects, so we can now sit in the audience
and watch spectacular presentations using PowerPoint, Director, and coordinated slides. The explosion of exciting
new A/V technology has made a wide range of special effects generally available to presenters. Many businesses, coaching sales teams, and executives are using AV as an effective platform. 

Here are some tips to make sure your presentation is a memory your audience won’t forget.

  • First, decide what you want to say. Make sure your presentation isn’t so complicated people can’t really grasp it, otherwise, personal communication is lost.
  • Start by answering the audience’s basic question, “Why should I care about your subject?”
  • Turn data, which can be boring, into exciting pictures of what will change the listener’s life or business.
  • Help them make the decision your presentation is designed to promote. What are your points of wisdom? How can you illustrate these points in the best way possible?

Lighting, room temperature (you don’t want your audience focusing on how cold or hot it is in the room).

  • Lighting, room temperature (you don’t want your audience focusing on how cold or hot it is in the room).
  • Visibility (make sure no one has an obstructed view), and any windows or doors (make sure there are no distractions).

You must also consider using a laptop or a high end LCD projector from an A/V company. And make sure you give
yourself plenty of time for setup and learning equipment. Here are some other points to remember when it comes to A/V for a presentation:

  • Make sure everyone can hear the presentation. For example, if people are sitting around a conference table, then your voice is just fine, but if it is a large room full of people, a PA system may be needed.
  • If you use a microphone, remember it does not have to be close to your face. People should see your face and expressions clearly. You should also consider using a wireless or lavalier microphone (this will allow you to be hands-free).
  • Test the microphone before you use it. Make sure you are comfortable with the sound levels.
  • Do you need a small or large screen or several screens? This will ensure everyone can see your presentation. And think about using a laser pointers to call attention to a particular subject.

In the end, your message and the power of persuasion will depend on creating exciting pictures. Use your unique stories to stimulate your audience and audio/visual technology as a valuable support. Use it like it was designed to be used – to enhance your message, not to eclipse it. Contact the A/V rental department at CCI (321) 783-5232.

Did you know CCI can help you with your Event Planning and AV Rentals needs?

We provide top quality audio visual equipment rental, event planning services, and technical support to make sure your event goes off without a hitch! Read more about how we can help here

Event Planning & AV Rentals