Being a successful meeting & event planner requires a multifaceted skillset – from people and project management to contract negotiation and technology prowess. Competence with event technologies are crucial—but technologies are constantly changing and it’s something many end up having to learn on the fly.
Convene’s Natalie Holmes put together a list of the ten AV/IT basics that every planner should know. Here are a few examples.
Load In / Load Out
The process by which the required equipment is loaded into and set up within the venue, and then removed again once the event is over. “The type of building, its layout and facilities has a major impact on the efficiency and size of an event’s load in or out,” explains Damon LuVisi, Convene’s Technology Manager. Class A buildings, for example, have the highest quality amenities and facilities, but may be limited in how much equipment you can load in and out overall.” Make sure your venue’s load in and out capacity is compatible with the amount of equipment required for your event.
Wireless microphones, fall into two main categories: handheld and lavalier. A handheld mic is a traditional-looking microphone, without a cable, often passed around during audience Q&A sessions that follow a presentation. A handheld microphone can be easily moved among audience members and facilitate engaging conversation. Some speakers actually prefer handheld microphones as it helps them avoid awkward hand movements and gestures.
The in-house supplier is the contractor or contractors that form part of the venue’s event services offering, such as catering, conferencing equipment, and technology. Some vendors specialize in this business model, and hotels often work with them. An in-house supplier is beneficial for AV/IT needs as they are keenly aware of the space, its limitations, and they have their own equipment that they’re comfortable using.