How can you ensure the conference venue has proper lighting and sound systems?

1 Know your event objectives

Before you choose a venue, you need to have a clear idea of what kind of event you are organizing, and what are your goals and expectations. For example, are you hosting a formal or informal conference, a large or small audience, a single or multiple speaker format, a daytime or nighttime event, and so on. These factors will influence the type and amount of lighting and sound systems you need, as well as the layout and design of the venue.

3 Test the lighting and sound systems

Before your event, you should test the lighting and sound systems at the venue, preferably at the same time and conditions as your event. Make sure to bring your own devices, such as laptops, projectors, microphones, and speakers, to check their compatibility with the venue's equipment. You should assess the visibility and clarity of the lighting and sound systems to ensure that your attendees can see and hear all elements clearly and comfortably. Additionally, make sure there are no technical issues, such as lag, distortion, feedback, or interference. You should also plan for any potential lighting or sound system failure by having alternative equipment, devices, or sources. Make sure you have a contact person or number for the venue's technician or manager in case of an emergency and a way to communicate with your attendees and speakers in case of any delay or disruption.

4 Hire a professional AV technician

If you want to ensure the best lighting and sound systems for your event, you might want to consider hiring a professional audiovisual (AV) technician. This can save you time, stress, and hassle, although it may cost extra money. An AV technician can help with planning and designing the optimal lighting and sound systems for your event objectives, audience, and format. They will also set up and install the equipment at the venue, operate and monitor the lighting and sound systems during your event, troubleshoot any issues, and pack up and remove the equipment after your event. To make sure everything goes smoothly, you should communicate with them clearly and frequently, providing them with all the necessary information and materials for your event.

5 Get feedback from your attendees and speakers

Finally, after your event, you should get feedback from your attendees and speakers about the lighting and sound systems. You can do this by using surveys, polls, or interviews, and asking them about their satisfaction, preferences, and suggestions. You should also evaluate your own experience with the lighting and sound systems, and identify what worked well and what could be improved. This way, you can learn from your event and make better decisions for your future events.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?