Staff Profile: AVPartners appoints Matt Gibbons as Lead Senior Technician at Perth Convention and Exhibition Centre

Welcome to Matt Gibbons who has joined us as Lead Senior Technician at Perth Convention and Exhibition Centre!

Mr Gibbons will lead the PCEC team of audiovisual technicians and provide support to the Technical Director, Operations Manager and Technical Event Managers to ensure the delivery of seamless and successful events.

Mr Gibbons is a qualified rigger and a highly sought after Lighting Director with over 16 years of experience in this industry. Having commenced his career straight from high school as an AV Technician, he is highly skilled in all aspects of the events industry with an excellent knowledge of audiovisual techniques.

One of his more memorable events includes the recent Telethon Weekend (pictured) where he worked alongside Channel 7 during the live 24 hour broadcast, as Lighting Director in the PCEC’s Riverside Theatre.

When he’s not at work, Matt enjoys music, spending time with his young family, playing with new technology, and DJing.

Welcome to the AVPartners team, Matt!

 

How to improve brand exposure at your event

Regardless of the type of business you are in, holding an event can be a great way to improve brand awareness and get some attention on your message. Whether it’s a holiday party, an awards night, a launch or a fundraiser, holding an event gives you personal interaction with your guests and can work wonders for brand exposure.

Here are some ideas on how you can improve brand exposure at your next event:

Use subtle brand placement

From having your logo printed on napkins, to making special drinks with you brand colours, to using lighting techniques to blanket the room in your brand colours, the options for brand exposure and a unique event experience are endless.

Give guests a gift

You might want to offer a promotional bag for guests to take home with them, as these branded gifts can be a great way to say thank you and leave your guests feeling spoilt by your brand.

Create an event website

You don’t necessarily need a specific website for your event depending on its size, but you should at least have a dedicated event page on your website that is updated regularly. Not only will this ensure that people have the most up-to-date information regarding the event, but a decent webpage can speak volumes when it comes to brand perception. You can also use the page for photos after the event.

Use social media and an event hashtag

You can use your social media channels leading up to, during, and after the event to create a buzz, build brand exposure and keep the excitement going.
Before the event, use social media to tell people about the exciting things they can expect at the event. During the event you can post updates and photos, and afterwards you can use it to keep your event’s message and your brand in front of people. Creating an event hashtag is important so that you can engage people, and if they are searching for your event, they can find all posts under that hashtag, for example #AVPfundraiser2016
Incorporate audiovisual technology

There are so many different ways you can use audiovisual technology to increase your event’s wow-factor. At AVPartners, we can use lighting techniques to project patterns or your logo on the walls and floor, along with using your brand colours in a variety of ways.

You could also have a digital social media screen where your guest’s social media posts get chosen to appear on the screen. This encourages people to post more social media updates at the event in the hope that their post will be shown.

Have an event photographer

Having a photographer at the event is a no-brainer, as you will want to have the guests and their enjoyment captured. You can add the photos to the event’s website or page, and this will encourage people to visit the website after the event to see the photos of themselves. If you allow them to download the photo, you could have it watermarked with your logo so they can remember your brand positively.

If you’d like us to help build your brand exposure at your next event, contact us today!

Predictions for event trends in 2016

Wish you knew what was around the corner for event planning? The next big thing to captivate your guests?

While there is no magic ball to tell us the future, we can offer some insight into what lies ahead in the events industry, based on what is happening around the world and emerging technologies.

Some of our predictions for event trends in 2016 are:

An increased use of event apps – while event apps aren’t new technology, they have been building momentum and clients have seen the overwhelming benefit of their use with attendees.

Virtual reality & augmented reality – this includes the use of 360 degree video and photos for mobile devices; really wowing attendees!

iBeacon technology and wearables – smart watches, wrist bands, name badges, smart goggles/glasses and lanyards will become a bigger part of events.

Bespoke pop-up concept events – this refers to customised events created for unique locations.

“Experience” based events – creating unique memorable experiences to engage audiences will become more popular this year.

A shift to mobile devices instead of laptops – this makes event communication much more portable and accessible.

Periscope app – this app is a live streaming video platform for mobile devices and integrates with social media platforms such as Twitter.

LED video wall panels – again not new technology, however we will see an increased demand in LED video wall panels for screen content and virtual backdrop effects.

How to hold an outdoor event

The warmer weather is upon us and that means one thing – outdoor events! Outdoor events provide a unique backdrop and freshness for your event. You can get really creative when leveraging the character of the outdoors and you usually have a lot more space to work with than when planning an indoor event.

However, while exciting, the outdoors does present a new set of challenges when it comes to planning and executing a successful event. Here are some of our tips so you can get the most out of the open-air event experience:

Make sure your event is suitable for the outdoors – not every event will work outside, such as a lengthy seminar, so don’t just hold it outside for the sake of it. Is vision required for the dinner, some outdoor venues may be difficult to use a projector and screen due to wind, consider LCD screens or an LED wall.

Choose a venue or location – consider if the venue or location is already equipped for events. Consider whether there are amenities, access to power or any undercover areas, and also how easy it will be to get in and out of the area for loading in and out. Also, if needed, make sure you get permits and check for noise restrictions.

Ensure the comfort of guests – consider where guests will sit, how easy it will be to access drinks, food and any amenities, and if it is likely to be a hot summer’s day, what shade will you provide? If it is a cooler night event, can the venue provide gas heaters?

Organise the lighting and sound – just because an event is outdoors, doesn’t mean you have to miss out on any of the lighting and sound effects available to indoor events. Not only should you have lights for safety, to mark pathways or exits, but you can also get creative with event lighting and sound. Often, lighting can be complement or replace decorations.  Sound sets an ambience that guests will be talking about for weeks to come! The important thing is to work with an AV provider with experience working on outdoor events. They will understand how to mix sound in an outdoor space, what technology to use and which lighting effects to choose. For night events it is also important to consider general area wash, will there be enough light for people to see? How will it be evenly distributed over the venue and will it set the ambiance you desire?

Check for pests – it’s always a good idea to make sure you know what pests could be around the area, and if needed, organise a pest exterminator prior to the event.

Watch the weather – have a backup plan in case the weather turns on the day of the event, and also keep an eye on the wind, making sure to secure anything loose. It is likely the wet weather call will need to be made early in the day. It may be sunny at the time but with a forecast for storms. With enough time an experienced event team will likely be able to transform an indoor venue to a similar style. If you leave the call until mid afternoon there is only so much they have the time to do.

Outdoor events are a fantastic option and present guests with a change of scenery from what they are used to.

Need help with the AV at your outdoor event? Contact us.

How to expect the unexpected at your event

Planning an event can be both exciting and stressful. You need to make a great, lasting impression but you also need to be poised and ready to spring into action should something unexpected happen.

The best way to expect the unexpected at your event is to be prepared. As a general rule of event planning, it’s a good idea to checklist everything and double check items at different intervals leading up to your event. Give agendas and timelines out to everyone that could benefit from it.

On the day of the event, arrive early. This will give you extra time should something happen and need immediate attention. There’s no such thing as being over prepared when it comes to event planning!

Here are some of the common mishaps we see at events and how to address them:

Weather Issues

At RACV Royal Pines Resort, we hold many events outdoors so when doing so, it is vital you have a contingency plan for the weather as it can be unpredictable. Depending on your event type, this could be as simple as organising large umbrellas for some light rain, or it could mean moving your entire event indoors, away from bad weather.

Timing Challenges

Giving your event schedule some wiggle room will do wonders for the minor overlaps that tend to occur. Leaving a little room before and after scheduled items will give you the flexibility you need to ensure your entire event won’t run late.

Supplier Issues

You may have a supplier cancel at the last minute, or a supplier may have resourcing issues. The best thing you can do is to make sure you are in direct contact with them regularly. Arrive early on the day and ensure they have everything they need for their work to run smoothly. Have a list of backup suppliers ready in case the unexpected happens.

Technical Glitches

Technical glitches can happen at the most inconvenient times, usually right when someone is about to give an important speech!

To minimise the chance of technical glitches and ensure you can address any issues that do arise, always make sure you are using a professional and reputable AV provider. Make sure your AV technicians offer onsite support throughout your event, and that they also have their own contingency plans in place. This way, you will always feel secure knowing the show can go on.

Venue Climate Problems

The temperature at your venue sounds like a small concern but can have a huge impact on your guests’ experience at your event. If it’s possible it may be too cold or too hot, it may be wise to consider hiring extra equipment such as heaters or air con units to combat this issue. Make sure you have access to quickly change the temp on the system too should it become uncomfortable.

Medical Emergencies

Medical emergencies require fast reaction times and leadership. At a minimum you need to be aware of where the emergency exits, medical emergency kits, and fire extinguishers are located in your venue, ahead of your event.

Budget Issues

To ensure you don’t exceed your budget, it makes sense to keep an emergency fund. A lot of Plan B’s require extra funds at the last minute and if you have that available it just takes away so much stress and pressure.

No matter what, when faced with the unexpected at your event, react calmly and quickly. People will remember how well the issue was handled, or may not even realise there was a problem in the first place.

AVPartners is always prepared for the unexpected. To find out more or work with us, contact us today.

Will video conferencing replace face-to-face meetings?

New technologies are making it easier than ever before to stay connected with your colleagues or clients in different offices, states or countries. Video conferencing connects people in real time, through audio and video communication on laptops, TV screens, computers, smartphones and tablets.

Video conferencing has become the norm for meetings; saving travel, time, and money, and increasing productivity. It’s an effective way of communicating, especially if your organisation has a broad geographical spread.

But are we really getting the same benefits as in-person interactions?  Will video conferencing replace face-to-face meetings?

We took a look at some of the pros and cons of video conferencing.

Pros

Time and cost effective

The time and money saved when meeting virtually as opposed to investing in air travel and hotel stays can be a huge benefit to businesses. It can be faster to arrange these types of meetings because people only have to travel as far as their meeting room or even just reach for their smartphone to connect.

Meeting in real time with anyone across the globe

The convenience of discussing ideas in real time and not having to wait for email chain responses is an advantage when it comes to video conferencing.

Shared data

Depending on the software being used, people can be simultaneously working on the same document while on a video call on opposite sides of the world and easily share documents too. This ease of collaboration can greatly increase productivity.

Cons

Physicality

You can have the most high tech equipment available, but it is hard to replace the value of physically being in the same room as each other. There is so much communicating that is done through non-verbal gestures and cues such as handshakes and body language that is hard to replicate with someone through a screen.

Technology

In a video conference everyone is at the mercy of the technology. If the system stops working, or if there is a lack of knowledge about how to use it, it can throw a spanner in the works. This is why having an AV rep to assist makes sense.

Cost

While video conferencing is cheaper than flying people across the country for meetings, decent quality video conferencing software and services aren’t cheap, and other costs need to be considered as well such as high speed internet connections and perhaps a cost-per-user.

Although video conferencing offers an efficient way to stay connected, face-to-face interactions will always be the most effective form of communication, offering vibrancy and engagement within the meeting that you just can’t emulate via a screen.

How to hold an ‘immersive’ event

Immersive events are those which ‘immerse’ event attendees as deep into the event as possible, creating an atmosphere so far away from everyday life that they forget all else around them and are fully present in your event, moment to moment.

Here are our top ideas for achieving an immersive event:

Leverage technology

There are some great technological advances available these days that really give the wow factor. Speak to your AV specialist about how you can incorporate digital elements, lighting and sound to create a 360 experience.

Take advantage of social media

Most social networks have the capacity for ‘live’ coverage. You can invite attendees to use certain hashtags for the event and have a projection screen broadcasting tweets, posts or updates from people at the event. This gets people involved – sharing on social media and creating a bit of a buzz – ensuring your event is noticed before, during and after its debut.

Ask the audience

Surveying your attendees while at your event is a great way to drive involvement and feedback while they are immersed in the experience and can express their feelings in real time.

Include hybrid elements

Hybrid elements at your event combine virtual and live components, reaching people not only live at your event but online as well.

Change up the scenery

Holding the event at a ‘never before held’ location or venue or using audiovisual elements to create a whole new look and feel will definitely wow your attendees and hold their attention.

Surprise your attendees

Step outside of the ordinary and shake things up a little to give your event a unique feel. For example, you could consider incorporating photo booths, circus entertainers, or themed cocktails.

Ultimately, people want to be involved rather than be just a spectator at your event, and these options will give them a chance to do so. Immersive events are a great way to engage and excite all participants and can really make your events stand out.

Apps for event planning

Planning an event is a huge and complex undertaking, with countless tasks to keep track of, tight deadlines and multiple stakeholder demands.

Thankfully, with the use of digital technology, the enormity of event planning becomes a whole lot easier.

And with most solutions now offered through apps, you gain the added convenience of accessing them on your smartphone or device, while on the go.

Here are our favourite apps for event planning:

Eventbrite – a ticketing website and app that allows you to go paperless through online event registration and ticketing. The app allows attendees to show their tickets on their phone, and for hosts to quickly scan at the door, with the attendee list updated in real time.

QuickCal – an intuitive calendar app that lets you create events using natural language, for example, ‘event starts @5’. It gives you reminders, shows you multiple calendars and provides views of upcoming events.

Scanner Pro – go paperless with your documents and receipts by scanning them into the Scanner Pro app. It scans documents with a snapshot and converts them to PDF, ready to email or save.

Super Planner – don’t stress about running out of drinks or overcrowding anymore, Super Planner calculates venue capacities, staffing, and catering to avoid these kinds of issues.

Asana – a task management app, Asana let’s your team collaborate seamlessly together. It allows for project teams to allocate, organise and manage tasks or communicate directly using chat functions.

What apps can’t you do without when planning events?

Tips for hosting a gala dinner

Gala dinners can be one of the best ways to gain support for your organisation and cause. They usually include dinner, entertainment, dancing, raffles, and silent and live auctions. While they require a huge amount of planning, they are so effective in raising awareness, fundraising and presenting your organisation and cause in a professional light.

Here are some of our tips for hosting a successful gala dinner.

Define the Event’s Purpose

Outlining the purpose of the event and what you hope to achieve will give everyone involved a clear picture of what’s ahead and keep people focused on the desired outcomes.

Set your Budget

You should determine a budget before the planning begins. Include all possible financial considerations, such as venue costs, food and beverage, entertainment, audio visual equipment and support, advertising, and prizes and items to be auctioned. Hopefully some of these things can be donated or discounted, but it’s good to budget in for some contingencies.

Identify your Fundraising Methods

Selling tickets to the gala dinner is a great way to raise money for your cause, but that usually won’t give you the most profit, so finding other ways to fundraise is necessary.

Some of these other options could include holding a raffle, a live or silent auction, selling advertising opportunities, and selling sponsorships or corporate tables. Depending on the event you could even have games that require a ‘pay to play’.

Decide on the Venue and Theme

The environment and atmosphere of your event should be welcoming and allow people to socialise or network freely. Choose a venue which will be inviting and impressive for guests.

By selecting a theme for the event, for example ‘striving for excellence’, you can set out your vision or goal for the event. This will bring all activities together cohesively and set the tone.  A theme will also inform your decorating styling choices, entertainment, lighting and audiovisual elements, menu selection and activities. It’s important that everything flows together to create a visually stunning environment, after all, you want this to be a night to remember!

Get the right AV Technical Support

Work with a reliable, creative and experienced AV provider.  You want access to quality equipment and dedicated people to help you deliver a spectacular event. Your AV provider can provide audiovisual, innovative design and styling, support to create that magical atmosphere for your guests.

Activities and Entertainment

A successful gala dinner includes suitable and on theme entertainment and activities designed to raise money. It’s good to make sure guests have time and space to mingle, but you should also consider how you will maintain the energy of the atmosphere and the interest of guests throughout the night. A dance floor and games with small prizes are great for involvement.

Marketing and Advertising

It’s so important to put the word out about your event throughout the community. Reach out to the local newspaper, TV stations and radio stations for pre-event coverage, and use social media where appropriate. You may even be able to use these avenues for seeking sponsorships and donations.

Interested to hear more about how AVPartners can help wow your gala dinner guests? Talk to us today.

5 ways to engage your audience at an event

When it comes to holding an event, it’s no longer enough to assume ‘if you build it, they will come.’ How do you make sure your event stands out, engages your audience, and leaves a lasting impression?

Here are five ways to engage your audience before, during and after the event.

Release advance teaser content to promote your event

If people are more emotionally invested in your event before it even happens, they are more likely to enjoy it, and pass on positive feedback to others. Your event might be months away, but you can start the engagement now.

Providing a sneak peek of the setup or planning of your event can allow people to become more engaged and start the event buzz as early as possible. This could include sharing new technology, clips from speakers, or photos of the venue or space.

Encourage audience involvement during the event

By giving your audience ways to participate and interact, it can help keep their focus and attention on the presentation.

More and more events are incorporating interactive tools such as event apps, real time polling, surveys and messaging so presenters, sponsors and event organisers can open up the dialogue, share information, and receive and answer questions instantly.

Display social exchanges

Whether your event is online, offline or a mix of the two, the full power of social media should be leveraged to engage your audience and spread event coverage.

People love to be engaged and share thoughts and images in real time via social media, helping develop a deeper brand connection with your audience. A social media display wall is a great way to enable this behaviour.

We suggest setting up with an event hashtag so that your audience can easily tweet or post about the event and have their tweet or other posts displayed on the big screen at the event for all to see.

Do something unique

It’s no secret that your event needs to shake things up and be different to cut through the noise. Creating unique and personal event experiences is a great way to target your event audience authentically. Clever marketing ideas such as personalised invitations or fun, branded theatrics can set your event apart.

Creating a special experience during your event allows more engagement with your attendees and hopefully, a positive lasting impression.

Keep people talking after the event

People love to share and relive their highlights from events, so providing content that they can easily consume and share will keep engagement ticking over even after your event. Blog posts, videos, images and social media posts relating to the event experience are great ways to get attendees to interact with your brand long after the event is over.