Behind the scenes: preparing Audio Visual equipment for your event

On set up day, the event production equipment gets wheeled in in its flight cases, but did you ever think how much work goes into getting it there?

We go behind the scenes to see just what goes on when preparing for an event.

We begin with the specification stage. Where client and technical team look at the event agenda, the venue and the size of audience, and consider what's going to be needed.

There might be a site survey, where all aspect of the positioning of equipment can be considered. The location of fire exits and the seating plan can impact the siting of equipment, and it all has to be considered.

Measurements are taken to determine the length and route of cable runs, the amount of room needed for the stage and the amount of space required for any equipment set up back stage.

Ceilings need to be considered carefully. There might be plenty of available height, but that chandelier hanging down might end up blocking the view of the main screen.

Then of course there is the selection of equipment. What do you need for your event? How many radio microphones will you need so everyone can hear what's being said?

Will you need repeater screens so everyone in your audience can see the message?

Flightcases

And of course all this in line with budget expectations.

For anything more than the most basic requirement, drawings would need to be produced.

Specialist software helps map out each connection type, so we can make sure there are enough cables of the right type. The drawings also help us to check that everything the customer wants to do can be achieved technically.

Once that's all signed off, we can move into the planning stage.

Allocating equipment and people can be challenging. Of course every event is very important to the project delivery team and their customer, but there are times when several events occur on the same day, so when things clash, you still have to make sure you have the right equipment, and that you have assembled a team with all the right skills and experience to operate that equipment.

Of course, one of the most important factors to consider is will all the equipment fit on the vehicle you are using for transport?

Stock control systems help of course, especially when calculating weight to ensure vans and trucks don't get overloaded.

Strict xhange management process is essential at this stage. If the logistics team have allocated a vehicle that will be loaded up to, or near it's weight limit, even a minor change in specification can mean a larger vehicle will be required, and the associated increase in transport costs will need to be signed off.

Then as the date draws near, every single item of equipment must be properly prepared. Every accessory must be present and correct: cables, remote controls, brackets and screws.

Any defects must be repaired, and if that's not possible in the time available, then it must be replaced with something identical, or, if that's not available, something with a similar specification.

Portable electrical appliance testing testing has to be up to date, and for some items, LOLER inspections carried out and equipment certified safe to use.

Any consumable materials needed must be ordered in time to arrive for the preparation date. If you have artwork or printed materials, these need to be signed off and put to bed by the deadline set by the printers.

And set panels need to be covered, and bespoke items built so that everything is ready to get loaded on the van.

Finally, the day arrives when the equipment needs to be prepared.

Each item on the kit list meticulously checked off to make sure nothing is forgotten, and then loaded on the van or truck.

The scale of the event obviously makes a huge difference in the prep time needed.

A small conference kit might only take one person a few hours to prepare. Whilst an articulated lorry trailer load might take three people a whole day or more.

Once on site, everything looks under control, but the amount of effort that went in to getting everything and everyone to this moment in time is something very few clients have any idea about.

For more information on how we can support your in person, hybrid or virtual events, get in touch hello@confidence-digital.com

Ready to load in the van