Imagine, you’ve planned almost every aspect of your big conference or meeting in detail and perfection.
Then you approach the microphone to greet everyone, and you hear a screeching sound from the mic.
That’s when you realize the presentation slides you worked on for weeks have been replaced by a flashing blue screen.
That’s it, game over!
Certainly, this is not how you anticipate your virtual meetings or conferences to go.
As you organise large-scale conferences, you are well aware that an excellent AV system is the foundation of a successful gathering.
Once your conference room AV equipment has been upgraded and a professional AV production team are with you, you will be successful in engaging your audience and will have the green signal to connect with them along with your product or messages.
As a result, you must devote your time and efforts to plan a remarkable conference by researching the available choices out there.
What is a conference AV?
To start off, conferences mean communication. So, to have smooth communication to emphasize your message and drill your points to the audience, reliable components such as audiovisual are necessary.
Conference audiovisual is the silent hero of a successful event.
The slightest slip or glitch with the technology you are using can be a huge distraction that can throw off the momentum you have been building on throughout the presentation or meeting.
Bluntly speaking, audiovisual components used in your conferences should not be overlooked as it is critical for meeting’s success.
By making sure speeches are clearly heard by everyone in the room, and providing stunning projections that will amaze the audiences, can generate more productive meetings.
This is why high-quality technology and proper audiovisual conferences should be used to make sure your messages come across loud and clear.
We have put together our top 10 must-have components to consider when you want a successful virtual event or a conference.
Key components of conference AV
One of the key pieces of any conference room technology is to have a high-quality display.
The display is the visual element of conference room AV solutions as it is the first thing that people notice when entering the room.
The display is vital for sharing materials, video conferencing with third parties and allowing your entire team to present ideas and materials through smartphones, tablets and laptops.
When it comes to conference room setup, video displays are always a point of conflict.
Here are a few things that you need to think about:
- Display Dimensions/SIze
- Type of display (liquid crystal display (LCD), light-emitting diode (LED), or projector
- Mounting/ Installation height
At DOREMi, we have various types and sizes of TVs, touch screens and high-end ANSI lumen projectors available for your event conference and meeting events.
2. Audio: Microphone or speakers
No conference meeting is complete without speakers and microphones.
Having a solid set of microphones and appropriate speaker equipment will undoubtedly improve both your performance and the quality of your conference.
The size of your conference room, the table, the number of attendees, and the number of seats all have a significant impact on the AV equipment you’ll need. Therefore, there isn’t a one-size-fits-all (universal) solution for all conferences and meeting settings.
Based on how you want to use the area and its features, your audiovisual solution partner can determine the right combination of microphones and speakers.
The appropriate audio setup will eliminate echoes, feedback, and other disturbances, enhancing the participants’ virtual conference experience.
Always keep in mind whether they are wired or wireless when choosing speakers and microphones, as this will affect the aesthetics of your space.
Visuals are crucial for live streamed and hybrid events. Whether it’s a presentation, workshop or casual meeting, you should be aware of your finest video alternatives.
Zoom, Webex, Facebook Live, and Vimeo all have various capabilities, so think about the nature of your event and how you want your attendees to experience it.
Choose a video camera with a resolution of 1080p or higher.
However, since many people stream on mobile devices, a 4K camera is probably over-killing for a simple webinar or workshop. Consider using a device designed for live broadcasting, such as the PTZ for a top-notch visual.
The most important element in the overall look, feel and staging of any event is a good lighting setup. It is often overlooked as a subset of visuals and not given the budget it needs. It’s like concerts without sound.
To make your speaker, your performer or your host be the focal point of your event, appropriate lighting like LED profile light is a must to engage with the audience.
Nowadays it is easy to get hold of a camera that meets your conference AV requirements.
Keep in mind when choosing professional cameras, it should include analogue and digital zoom capabilities, resolution options, and be easy to handle.
For streaming and recording, the app usually needs a separate set.
6. Control panel
The control panel is what makes a conference room accessible and usable.
The panel is the main control centre for the whole conference AV system.
So, having an easy to use and well thought out control panel is vital.
For example, system control with a single touch for screen sharing and video conferencing. Choosing the right control system which can work well with all the conference room audiovisual equipment, can be a lifesaver when putting it all together.
7. Interactive elements (like a whiteboard)
If brainstorming sessions are a regular element of your virtual meetings, then an interactive whiteboard is a valuable asset to add to your conference AV system.
Here are some other popular interactive tools:
- Google Jamboard
- Cisco Webex Board
These interactive tools create more engaging experiences and greater participation as the host or presenter can doodle on the display and share it with attendees in real-time.
In this age, there is a wide variety of tools and methods available for connectivity issues.
This electronic equipment can be connected through a direct cable connection (LAN), WIFI network or wireless Bluetooth connection.
It is advised to seek professional tips when it comes to choosing the right method of connection for maximizing your conference room’s potential.
9. Video conferencing software
Video conferencing tools and software have taken the centre stage for virtual meetings as it is as good as face-to-face communication.
Every meeting or conference setup should be equipped with video conferencing software depending on the event’s requirement.
The things to consider when choosing a video conferencing software are:
- Is the software used only for team meetings?
- Will the meetings be on a large scale or small scale?
- Is it to host webinars, conferences or online lessons?
Some of the best video conferencing software in 2021:
- RingCentral Video
- Microsoft Teams
- Google Meet
- Zoom Meetings
Read our article on “How to record a Google Meet?”
10. Room Schedulers
One of the many things that are vital in making the best conference room for your business is choosing the right room scheduler. What does a room scheduler do?
It is a simple software that integrates with your online calendars like Google Calendar and all you have to do is invite the room to the specific meeting. This is to ensure the efficiency of team meetings held with just a few clicks on the calendar.
The room scheduler automatically turns red when the rooms are booked and green when it’s not. This lets people know which venues are available for impromptu meetings. Those using touch panels can see the meeting title and invited guests.
How can DOREMi help?
AT DOREMi, we provide versatility in this ever-changing tech-savvy world by offering quality audiovisual services.
DOREMI has earned its place as one of the best on the market with its latest audiovisual technology that will bring your conferences to life and helps to deliver your messages to your audience. Contact us for assistance in setting up your conference and meeting to stay connected.
Real-time communication and collaboration are vital for every organization’s success in this digitized fast pace society. With this hope, you learnt a few basic insights in upgrading your conference room equipment.
The article is a part of our comprehensive series on “ Audio Visual System (AV): Major Components And How They Work”