The right AV solution for your annual meeting or general meeting
The annual meeting is an important meeting and therefore it is also important that the meeting content is presented in a professional manner.
In this connection, it is important to think about how you want to convey the content of the meeting to the participants. Here, the correct use of AV equipment will help to ensure optimal images and sound, and that any votes and interpretation proceed smoothly.
Teletech KonferenceKommunikation has supplied AV equipment and interpretation solutions for meetings and conferences at home and abroad for over 30 years. Below we review the various considerations that can be made regarding the use of AV equipment for the annual meeting or general meeting.
How to plan the use of AV equipment for your next annual meeting
Think about how the annual meeting's agenda and presentations are communicated in the best possible way and how the right interaction can be created with the meeting participants.
AV Technicians from Teletech set up a 10 x 3.5 m LED wall
In many ways, this AV planning of an annual meeting is similar to the one used when planning larger conferences. At large annual meetings, many participants must also often gather at a larger venue, who must be able to communicate clearly to and from each other.
It is therefore important that, in connection with planning the use of AV equipment for the annual meeting, you consider how best to convey the agenda, presentations, videos, and create interaction with the meeting participants.
Planning, setting up, operation and dismantling
In the following, we chronologically review the phases involved in creating the right AV solution for the annual meeting. Further down there is a more detailed to-do list, which we hope can help you further.
Here we review the content in point form in the four phases that help ensure the right AV solution for your annual meeting.
AV planning before the annual meeting
- What type of AV equipment can best help you communicate the content of the annual meeting to the participants?
- Who will be responsible for the content and the processing of the content?
- Do floor plans need to be prepared for use of the equipment at the venue?
- Should a possible site inspection be carried out to ensure that the premises are suitable for the desired AV solution?
Overall, the following AV equipment will often be used at larger meetings:
- Stage and backdrop : On stage, e.g. lectern, stage furniture and / or panel table.
- Screens: Projectors or LED wall , LED flat screens for e.g. digital signage.
- Audio equipment : The audio equipment must ensure that speech and sound are heard completely clearly throughout the room.
- Lighting : At larger events, it is a necessity to have the right lighting on stage and on any banners etc.
- Microphones : Microphones are available in several different versions. You will often need a lectern microphone, wireless microphones for speakers (and possibly participants), as well as panel microphones (table microphones).
- Live camera production: For displaying speakers on either projectors or larger LED wall. This can also be used for TV production and live streaming. Recording of the meeting can also be delivered after the meeting, if this is desired.
- Live-streaming : You can choose to live-stream the annual meeting, so that more participants can watch over the internet.
- Polling and feedback from participants: Should participants be able to easily provide input or conduct polls?
- Interpretation: Is there a need for simultaneous or remote interpretation?
Installation of AV equipment
- AV technicians deliver AV equipment at the agreed time before the meeting.
- AV solution is then set up and thoroughly tested.
- When everything is ready, a test can possibly be held if this is desired.
Operation
- On the actual day of the meeting, the technicians operate AV equipment and ensure that the solution works as it should.
- They can also be helpful on an ongoing basis by giving speakers a microphone on etc
Removal of AV equipment
- When the annual meeting has been successfully held, AV equipment is taken down by our AV technicians at the agreed time.
Professional AV advice
You have probably already made some considerations about what type of AV equipment can be used at the annual meeting or you already have experience with this type of planning in advance.
But if you want more inspiration or advice about this, you are welcome to contact Teletech KonferenceKommunikation. In addition, the below to-do list may be useful for you:
Checklist: AV equipment for the annual meeting
- Participants
How many participants will attend the annual meeting?
Should they be able to actively participate in the meeting. If so how?
- Should they be able to vote?
– Should your participants be able to send comments to the presenter and to e.g. big screens?
- In that case, should these be sorted by a moderator?
- Should there be one or more microphones around the hall for questions?
- Venue
At which venue will your meeting be held?
– Is there sufficient space for participants and AV equipment?
– Is there room to project the desired image size?
– Are there sound challenges? (E.g. poor acoustics).
– How much light is there in the room and can it be dimmed/screened off?
– Is there already AV equipment at the venue that can be used? AV equipment and AV
be rented for processing?
- Speakers and presentations
How should speakers present their speech?
- Do they have to stand at a lectern on stage?
– Should the lectern have a digital display (signage) on the front? (Can show conference logo, info etc.)
– Should they be able to move around the stage?
– Should speakers be able to use a teleprompter?
- Stage & Backdrop
Should stage podiums be hired for the construction of one or more stages?
What backdrop should be set up? Here, for example, used:
– A classic backdrop consisting of a constructed skeleton or truss covered with a larger print.
– LED wall that combines the possibility of showing a digital backdrop, but which can also be used as a large presentation surface for Powerpoint, videos etc.
– Should there be a panel table on the stage and any microphones?
– Should stage furniture or decoration be set up?
- Equipment for presentations
What type of content must be handled?
– This is typically PowerPoint / Keynote, videos and music.
Should it be a classic projector setup with a screen on each side of the stage?
Should an LED wall be used instead, which gives the possibility of a large coherent presentation surface behind the stage?
Should LED flat screens be used?
– These can e.g. used as information screens at entrances to premises or similar
– How big should these screens be?
– Where does the content for the screens come from?
- Lighting
Should other lighting be rented than that which is already at the venue?
– For example stage lighting such as uplights, follow spots, spots etc.
– Should you use lights elsewhere than on stage? (At entrances, in lounge areas, halls, outside?)
– Do you want mostly white light (ordinary light) and/or should you also create an atmosphere with colored light?
– Effect lighting such as moving heads (moving lamps) etc.
– What mood / effect do you want the rented light to create? (Should it, for example, in terms of color support a corporate identity or similar?).
- Interpreter system
How many languages must be interpreted between?
In how many premises must interpretation be used?
How many participants must be interpreted for in total?
Is there room for interpreter boxes in the room / rooms?
If not, is remote interpreting an option? Read more about remote interpreting using the site's menu.
Should a whisper interpreting system / tour guide system be used?
Who takes care of ordering interpreters?
- Live-streaming & remote participants / speakers – Should there be a live-streaming production from the annual meeting?
– How many people should be streamed to?
– Should live streaming be made for participants located at other venues (if you have chosen a hybrid meeting solution).
– Should those who are streamed to be able to actively participate in the meeting via their computer or smart device?
– Are there any remote speakers who should be able to present presentations and the like using streaming for the annual meeting?
- Online (virtual) or hybrid annual meeting
If the annual meeting is held as a hybrid meeting, the following can be considered:
– Should streaming be established between one or more venues?
– Choose an online solution that easily allows remote participants and remote speakers to participate and present.
– The solution must convey sound, images and presentations clearly and be easy to use.
- If there is a need for reconciliation or interpretation, this can easily become an integral part of the solution.
- Accessories
Is there a need for PowerPoint / Keynote remote controls (PPT clickers)?
Need flipcharts with pads and markers for meeting sessions?
Is there a need for talk time management? (Screen showing clock counting down).
Is there a need for poster boards for exhibition areas?
- AV technicians and operation
Do you need AV technicians to set up, operate and dismantle the equipment?
In how many rooms should there be AV technicians for operation?
