TL;DR

Not every event needs a full production build — but how do you know when it does? Four factors determine the answer: the scale and complexity of your event (audience size, breakout sessions, interactive elements), the nature of your content (dynamic visuals, remote speakers, live demos), your venue’s capabilities and limitations, and your budget. Get these clear before walking into a conversation with a production partner and you’ll save everyone a lot of time.

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Event production is innately complex. The pathway to create a captivating and impactful event that leaves audiences inspired doesn’t present itself on a silver platter. So, what determines the need for advanced event production help?

Initially you need an unemotional examination of what your event is about. When specifying an annual corporate or association conference, a not insignificant number of factors influence the need for advanced AV equipment and production help.

To determine the need for advanced event production help, understanding how the integration and intricacies of video, audio and lighting is essential. Plus, now you do it with a glaring spotlight trained on every dollar you intend to spend.

Here are four primary factors to examine as you plan your event:

Event Scale and Complexity

This is about the raw numbers related to the size of your event:

• Number of Attendees: A larger audience requires a more powerful sound system, bigger screens, and possibly additional projection setups for optimal visibility.
• Number of Breakout Sessions: Multiple, simultaneous sessions benefit from experienced technicians managing AV equipment across rooms.
• Interactive Elements: If you plan audience polling, live Q&A, or gamification, additional technology and production support are crucial.

Presentation Style and Content

What are the elements that meet the needs of your live and remote audiences? Afterall, event hybridization is now part of Event Production 101:

• Dynamic Presentations: If presentations heavily rely on animation, high-resolution graphics, or multiple video feeds, advanced projection or LED wall technology might be necessary.
• Remote Speakers or Livestreaming: Integrating remote presenters or broadcasting the conference requires specialized equipment and expertise for a seamless experience.
• Live Performances or Demonstrations: Technical support is essential for sound mixing, lighting control, and potentially camera work for live components.

Venue Capabilities and Limitations

You know the phrase “Location, location, location”? Well, it applies to event venues, too. It’s imperative to know the advantages and limitations of the space you’re using:

• Venue Infrastructure: Some venues provide basic AV setups, while others require full equipment rentals. Knowing the venue’s limitations helps determine what external support is needed.
• Technical Support Availability: Does the venue offer in-house AV technicians, or will you need to bring your own crew?
• Venue Size and Layout: The size and configuration of the conference space impact equipment needs. A large hall will require more speakers and strategically placed screens.

Budget Considerations

While advanced AV can enhance the conference, it’s essential to find a balance between achieving your goals and staying within budget.

• Communicate Expectations: Inform your production partner about budget constraints and the focus on essential elements. This boosts understanding early on and makes expectations realistic.
• Essential vs. Enhancement: When considering enhancements that add more show-like elements, evaluate the return on investment. Do they directly contribute to meeting goals and audience engagement?

Do you only need basic AV equipment, or a complex production that turns out to be a highly produced show? Considering factors like these will make an initial meeting with a production partner much more productive. 

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