This article will deal with ordering audio visual services from Berkeley AV and will inform about our online event support request form and some helpful hints to assist in filling out the form and planning for your audio visual needs.
Timing is Everything
- Let us know your event’s exact start time. This is usually when the first person begins speaking.
- In addition to providing us the exact start and end times for your event, let us know the time by which you would like setup to be complete before the event begins. If the event start time is 10am, but you want setup complete before guests begin to arrive at 9:30am, let us know.
- Let us know at what time our staff can gain access to the event space to begin setup. The amount of time required for setup depends on the type and amount of equipment being provided. For large or complex events with a start time before 10AM, Berkeley AV may need access to the venue the day prior to the event in order to complete the setup in time.
- Plan to have a representative available to meet our technician during setup in order to confirm equipment location, room orientation, etc.
- Arrange for speakers with presentation material to arrive well before the event start time in order to connect their laptop to the projector, transfer files, go over special requests, etc.
- Let us know if we should provide a laptop and/or portable projector. And let us know if you will be providing either of these items.
- If a presenter is bringing their own laptop please confirm they will also be bringing necessary adapters. See additional information about adapters here VGA Adapter for Mac Display.
- Ask the presenter if there will be audio as part of the presentation.
Audio and Microphones
- Who will be speaking and where will they be located? If all presenters will speak from the podium, a single podium microphone is best. Here are other types of microphones to consider:
- Wireless lapel: worn clipped to clothing and gives presenter freedom to move away from the podium.
- Wireless stick: hand held “Oprah” microphone usually used for audience Q&A. For larger rooms, 2 or more may be needed.
- Wired panel microphone: gooseneck table top microphone. One per panelists is best, especially for events being recorded.
- Wired floor microphones: stick microphone mounted on a floor stand, often placed in aisles for audience members to approach with questions.
- Keep in mind, the more microphones, the more we recommend having an onsite tech to run audio. And if we are also video/audio recording, there must be a dedicated audio tech when more than 2-3 microphones are used.
- Also keep in mind that the more microphones, especially wireless, the more potential for noise or feedback issues. Try to be as efficient as possible when it comes to the number of microphones you plan to use.