2020 is coming to a close. We all know that the festive event season will soon be upon us. But how will we manage to celebrate all the upcoming events during the current COVID-19 situation? This year we’ve all experienced meetings, weddings, and gatherings in a new way and that will help us get through December. Virtual events have audiovisual event production companies taking a determinant role.
Understanding the work of AV event professionals can help shed light on how much work goes into planning and producing a hybrid or virtual event. Audiovisual companies have one of the most important and complex tasks adapting your in-person events to outstanding virtual events. They have had to focus on rejigging a pure face to face event, adapting to the changes and unpredictability by creating the best audiovisual experience for the attendees.
What Are Audiovisual Event Production Companies and why they are important for Virtual Events?
A/V event companies are in charge of the sound, light, and visual components of events such as conferences, meetings, fundraisers, galas, product launches, and networking events among others.
Their occupation consists of everything technology-related needed to create the perfect environment for the event such as video presentations, lighting enhancements & audio management.
In this new era of virtual events, audiovisual technicians have important work in creating a magical atmosphere and generating an impact and engagement for attendees through the use of technology.
At Best Venues New York, we've put together some important questions to ask Ava Popovich and Matt Toubin the owners of Luminosity Events Inc, a trusted lighting and A/V production company. They will give us a bird’s eye view from within the sector of the role and importance of A/V production companies in virtual and hybrid events.
Q1. How have you coped with the pandemic and adapted to this new situation servicing virtual events?
A. We have stayed connected with our clients to let them know we are available for anything they may need. We have put in place safety protocols so that our clients feel secure with our services. Now is the time, more than ever, for people to feel safe and connected.
We appreciate our clients and all of the incredible events we have collaborated on. Thus, we will do whatever we can to help these businesses achieve their "event" goals by working within their budgets, during an incredibly difficult financial period.
Q2. From an audiovisual and production point of view, what are the key points for a successful virtual event?
A. Preparation. Preparation. Preparation. It is so important that all presenters feel comfortable being in front of the camera, their audio and lighting is correct, and they have a game plan for how they will execute their virtual event. Rehearsals are key, not only for the presenters but for the audiovisual production team. Testing transitions between segments, slides/video content, and wifi connectivity prior to the live event are imperative.
A lot of surprises can pop up while in action, so we want to be sure that we are fully prepared & have enabled our clients to feel 100% confident in this new virtual world.
Q3. How do you deal with the lack of face-to-face engagement in an event? How do you get people to participate and be active throughout the event?
A. A great way to keep your viewers captivated is to incorporate audience participation. Whether it is offering a question & comments section, or having them ask questions live. It is also important to keep content moving and dynamic. Include photos, videos & music so that there is visual excitement to keep the audience interested.
When you think of news stations, we don't just watch one person on the screen for the entire 1-hour program. Rather, the show incorporates transitions between news anchors, various interviews, and news stories that include images and video footage. And then there are the commercials! That's a great way to provide sponsors with advertising while keeping the content interesting for the audience.
Q4. From a client's view, to what degree can they customize the AV experience on a virtual event? Do they have any tools they can prepare in advance to have a more successful experience?
A. The ability to tailor each event for attendees could make the difference. Audiovisual production services are not determinant on an event only for the tools and technical expertise but for their experience with events timing and interacting with different audiences. Every single detail from the sound to the video, effects, and format of the experience can be customized by AV technicians to the client’s preferences.
Q5. 2020 seems to be a turning point in the digital and online world. How do you believe audiovisuals events will evolve over the coming decade?
A. I believe that virtual events will continue to be incorporated into the event world, in some capacity. However, I feel strongly that people truly miss face-to-face interaction. Humans need to feel connected. Considering that a 6ft distance and a mask have now become the new norm, it's strange to think that a handshake and a hug will never be looked at the same way again. But, what will happen again is in-person events. They will look different, but they will come back. And eventually, in-person events will be the norm again. 2020 will end up being just a blip in the past, that we can talk about, while we enjoy each other's company once again.
We can think about 2020 not only as the year of Covid-19 but as a year of opportunities. Opportunities to change habits and discover new ways of sharing time with colleagues, family, or friends. Our lives have changed and so have our events!
Although virtual events won’t fully replace live events, it’s crucial to choose the right audiovisual production vendor. It could help you retain corporate talent or win new business. Besides conferences, Companies such as Luminosity Events can help plan your next wedding or any social celebration.