From video-conferences to concerts, the audio/visual component of a large event is a serious task. The task is better left delegated, with a simple call to and A/V, or production company. Equipment of this complexity deserves to be handled by professionals. This is not a do-it-yourself guide. Rather, this is a brief overview of the responsibilities of the rental company. Adequately informed, you will be able to choose the right company for your needs, and have an idea of what service to expect.

Before any details are approached, this quality in essential in your A/V provider: communication. Without healthy communication, this guide will be moot. Make sure you are comfortable with asking about any of the issues that may arise. There may be an occasion to change positioning or pieces of equipment to better suit the theme of the event. Since you are paying for the service, feel free to ask about any specific piece of equipment and expect an answer. Ideally, this should be a two-way discourse that shares creative input and voices concern.

Hardware selection is a big factor. For this, you must prepare with a qualified technician. They should be able to fit your event\’s needs. Those needs are a crossroads of physical size, population, and the material/media. A balance between quality and budget should also be available. If the provider does not have a range of items around your price range, it may not be the best provider. A good technician will tell you what high-end choices will go a long way, and what items have less effect.

The event is small enough to rent only the equipment and set up yourself. If this is the case, make sure all cords and adapters (related to the quoted equipment) are included. If it is a large event, man-power could be an issue. Not only should you ensure that enough people can set-up, but be sure to bring the qualified technician you worked so hard to find. At the very least, have some direct line of communication of the day of the event. Technical difficulties have been around as long as technology. You need to be confident that equipment is being installed correctly, and that any malfunction will be dealt with swiftly. Included with these concerns is that of necessary back-ups.

While planning, there are several considerations your technician should have presented. Any electronics that are large, powerful, or just “on” for a long time could, and probably will, run hot. Some devices cool internally, while others need outside help. Later, you will address this again during layout and placement. Just as important as the power output, is the input. Even in a convention center, one should be sure to ask about the strain on the building\’s electrics. For an outdoor event, the issue of power will be a more direct one. Even then, outdoor generators create all kinds of noises, smells, and hazards that must be dealt with appropriately.

Keep an eye on these issues while planning and executing your event, and you can not go wrong.

Author Bio: Edward Kendricks writes for Edisav, a supplier of professional audio visual equipment.

Category: Computers and Technology
Keywords: PA system, audio, visual, public address, PA installation, AV installation, club, sound, audio