What You Have Always Wanted to Know About AV – Meet the Experts

AV is often one of the most complex and misunderstood aspects of event planning. With complicated quotes, technical jargon, and high stakes, it’s no wonder that AV can make or break an event. Typically, AV makes up around 10% of the overall event budget, so understanding its intricacies is essential for planners. That’s why we’re bringing together some of the industry’s top professionals at the PCOA Conference 2024 Accelerate to guide you through the AV process and share their invaluable insights. Audience interaction is 100% encouraged, so bring your questions—especially the tricky ones! If you haven’t registered yet, there’s still time.

Facilitated by Felicity Zadro from Zadro, a leading expert in event communication, the panel will feature three highly knowledgeable professionals in the AV industry: David Raymond, Libbie Ray, and Katherine Pfahl.

David Raymond – AVPartners

David Raymond brings years of experience from AVPartners, a leading provider of audiovisual and event technology services. AVPartners is the in-house AV company for The Star Brisbane, and they recently completed a full AV install there. David will share stories from this large-scale project, offering real-world insights into managing AV for major venues. He will help you understand how to tailor AV setups to meet the specific needs of your event.

In today's AV landscape, staff shortages are one of the biggest challenges. David will discuss how his team handles this and still delivers quality service. He’ll also share why providing clear pre-event briefings and detailed run sheets is critical to the AV team's success, ensuring they can execute seamlessly on the day.

Libbie Ray – Connected Event Group

Libbie Ray is the powerhouse behind Connected Event Group, a company specialising in digital and hybrid event solutions. At this year’s PCOA Exhibition, Connected Event Group will feature their podcast booth, bringing an exciting and interactive element to the exhibition floor. Libbie will explain the vital role of technology in keeping audiences engaged, whether in-person, hybrid, or fully virtual.

Libbie will share her insights into the future of AV technology, particularly in hybrid events. As digital solutions continue to evolve, she will cover the importance of keeping up with industry trends and how to make AV work for your event, regardless of its format. From briefings to debriefings, Libbie will explain why communication between event planners and AV providers is the key to avoiding any last-minute surprises.

Katherine Pfahl – Encore Event Technologies

Katherine Pfahl from Encore Event Technologies, one of the world’s leading AV and event technology providers, brings deep expertise in creating exceptional event experiences. With a background in broadcast media, Katherine adds a unique perspective, blending media production with live event management. Encore’s experience managing large-scale corporate events and their in-house presence across many of Asia Pacific’s premier venues means Katherine knows what it takes to deliver flawless AV execution.

Katherine will talk about how to collaborate closely with AV providers to ensure that your event is not just technically sound but delivers a memorable experience for attendees. She will also cover the importance of pre-event briefings and providing clear, detailed information to your AV team, such as event objectives, desired outcomes, and the agenda. Preparation is key, and Katherine will outline exactly what AV providers need from planners to make sure nothing is left to chance.

Preparing for AV Success

A key takeaway from this session will be learning how to best prepare for AV at your event. This includes understanding AV quotes and what’s included, managing costs effectively, and ensuring you have a well-thought-out plan for working with your AV team. Attendees will also gain tips on pre-event briefings: what to communicate, how to structure it, and why providing a comprehensive briefing can be the difference between a good event and a great one.

Curly Questions to Ask the Panel

Here are ten challenging questions you might want to bring up during the session to gain deeper insights from the panel:

1. What’s the most common mistake event planners make when budgeting for AV, and how can we avoid it?
2. How do you handle last-minute changes or requests during an event, and what are the hidden costs?
3. With ongoing staff shortages, how do you ensure a high-quality AV experience at every event?
4. What’s the biggest misconception event planners have about AV quotes, and what should we look for?
5. In hybrid events, how do you balance in-person and virtual audiences to ensure both feel equally engaged?
6. How can we ensure that AV setup doesn’t overrun tight schedules on event day?
7. What’s the best way to brief AV providers to avoid misunderstandings, and what details are often overlooked?
8. How do you handle unexpected technical failures during high-profile events, and what contingencies should we have in place?
9. How do we ensure we’re getting the most value from our AV investment, particularly for smaller events?
10. What is the biggest AV mistake you’ve seen made outside of traditional events like conferences and gala dinners, and how can we avoid it?