AV Rentals: Tips on Assuring Compatibility
When it comes to presentations, classes, or introductions, an A/V headache is the last thing that you need. Unfortunately, audio and video issues are more common that not these days – so let’s talk about how you can deal properly with your A/V needs.
1. You Need Experience
You, or someone on your time, absolutely needs experience in setting up or connecting audio/video equipment. This is not something you can just pick up as you go along – it doesn’t matter how confident you are. More complex systems in larger presentation venues should especially be left to the experts. You can find some great resources online to learn the basics and understand what needs to be done, but A/V equipment is not forgiving: If you don’t know what you’re doing, it will let you down, and no one likes a failed presentation. If you don’t have any A/V experts in your team, then ask the venue for assistance or start talking to local computer or audio technicians.
2. Find Someone To Ask About Formats
Even if your next meeting uses something as simple as a projector, you should still double-check the formats. Will the A/V devices work with your computer? Does the associated software support your presentation format? On a basic level, you even need to know if the room equipment has the right connections for your own devices. Venue management should be able to help with this – or you can get in early and check for yourself if necessary. Conducting presentations in a space you are already familiar is a big advantage in this case.
3. Rent Equipment for the Space (Not Vice-Versa)
Here’s a good follow-up to our last point: Things aren’t always going to work out, and you don’t have guaranteed control over your space – especially if you have attendees, peers or others that already have directions to a certain area. It’s too late to change that now! But what you can change is the equipment you use: A/V rentals are affordable and allow you to customize any necessary equipment to the space you have, which is often a far better option.
4. Always Do a Physical Check
Always. It doesn’t matter how often you have used this space or this equipment. Always test. You wouldn’t believe how much things can change, even when everything looks the same. A simple update on a single device can cause a deal-breaking malfunction if you aren’t careful.
5. Have a Backup Plan
Sometimes, things just don’t go right. So be prepared to deal with that if necessary. Include a back of paper copies for important slides or data details so that you can go completely manual if necessary.