Before choosing between one and several LED walls or projection screens, decide on an overall concept for your visuals, and develop your staging design around it. Customized content will have a bigger impact, and deliver your message more effectively!

Designing and creating your visual content BEFORE choosing your audiovisual equipment is a proven approach that’s sure to impress your audience.

Whether you’re organizing a conference, a convention, a gala or an annual sales meeting, it’s always so tempting to start the event planning process by focusing on technical aspects like audiovisual equipment. BUT THERE’S ANOTHER CREATIVE PROCESS that has proven its worth over and over!

Our team recommends a thoughtful, judicious approach. It consists of deciding on the content of your event before choosing the equipment you’ll need, to reach your audience effectively and maximize your impact! This approach requires more initial preparation, but it can significantly improve the overall event experience and guarantee its success. In this article, we will explore in detail the significance of this planning sequence.

Clarify your goals and message.

Before diving into the selection of audiovisual equipment, particularly in terms of video, it’s crucial to clarify the goals of the event and its desired message.

This helps to identify the event’s tone, style and content, which will in turn influence decisions on which equipment will be needed for an effective experience.

For example, a convention focuses more on presentations, with lots of information and text. That kind of event will probably require high-quality projection screens to display visual presentations and standard video formats. On the other hand, a more laid-back, festive event like a gala might need one or several LED walls showing animations, videos and playful images!

Decide on the overall concept and image of your event, and design a visual environment that reflects that image.

The theme of a gala (Gatsby, for example) should be reflected in the content displayed during the event. Video equipment and projections of that content should be designed and adapted to fit the setting. For example, we might install a canopy of LED tiles above the main stage, and create various animations and transitions to introduce each presenter or singer!

Adapt to the needs of your audience.

When the content of an event is established in advance, it gives organizers a chance to gain a better understanding of their target audience and its needs and expectations. They are able to personalize the experience more precisely by choosing audiovisual equipment that captures attendees’ attention and gets them listening in the most effective way possible. For example, if the event includes multilingual presentations, equipment should be chosen that’s designed to clearly display simultaneous translations and subtitles.

Optimize your budget and resources.

When organizers decide on their content in advance, it makes planning easier and helps them optimize their budget. A clear understanding of what will be needed in terms of content helps avoid excessive or unnecessary rentals of audiovisual equipment that won’t be useful, and won’t add value to how the presented content is displayed. It also helps organizers effectively allocate their available resources based on the priorities identified in the event’s content.

Avoid last-minute problems.

When organizers prepare their content before choosing their audiovisual equipment, it significantly reduces last-minute problems. Having a clear idea of what needs to be presented, and how it should be done, allows them to plan accordingly. It also avoids stressful situations like having to make last-minute adjustments due to incompatibility between the content and the chosen equipment. That’s where our team’s expertise and support, throughout the entire event, comes into play!

Setting up the content before choosing the audiovisual equipment is a crucial part of planning a successful event. It provides a better understanding of the event’s goals, and minimizes the risk of last-minute problems. When organizers use this method, they can rest assured knowing that their event will go smoothly and memorably, and leave each and every participant with a positive impression.

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