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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.

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.

Take your event to the next level with event styling

Event styling is one of the most impactful and cost-effective ways to add that wow factor to your event. At AVPartners we’ve helped create nearly every event theme or style you can think of – from the Oscars, to Great Gatsby, Moulin Rouge, Masquerade and many more.

Event styling incorporates furniture, decor, centrepieces and table layout, props, audiovisual and digital elements. It takes your guests on a journey, showcasing your theme, your branding and your ideas.

You want to make sure that your event is hitting the mark and delivering your desired event message to your guests. How can you be sure that your event will do this successfully?

Begin by confirming the reason for the event, and why you are gathering together. This is the message you want to get across. Think about the power of your message and how you can convey this to your guests.

Next you will want to look at what new, fresh ideas are available for your event, to impress, inspire and connect your guests. These days, event styling and theming draws heavily on technical production with content displayed on digital screens, unique lighting and other audiovisual elements creating a dynamic, immersive experience.

By combining traditional styling with bespoke ideas, themes and modern, digital options your event can really make an impact.

This article originally appeared at Business Events News.

Staff Profile: Tilman Schafer-Martin

Tilman (Tilly) was recently appointed head rigger for AVPartners at the Perth Convention and Exhibition Centre (PCEC).

Tilly’s sense of adventure has meant he’s had an extremely diverse and exciting career all over the world. Tilly says “experience through misadventure seems to be my tagline!”

Tilly has worked as a gold prospector, concierge, cook, room-service attendant, tent manager, warehouse manager, time-share sales associate, caterer, glassy, bartender, short filmmaker, wicker furniture salesman, house sitter, babysitter and rouse-about – and now rigger!

Most recently, Tilly worked in Exhibitions with Perth Expohire, prior to moving to AVPartners.

He is excited to take up the role after working as a casual Rigger with AVPartners at PCEC since 2014. Tilly says “PCEC is a central hub for some of the most significant events in Perth. The diversity of the people and characters you get to meet and work with is more than reason enough to keep coming back.”

Tilly loves the events industry and sees it as an interesting way to peek into the world around you – in all its diversity – from one place.

One of his favourite events to work on was CANCEC, an annual Canadian defence and business exhibition. Tilly says “I remember having to push past some high ranking military brass waiting in security checks because I had a chair to deliver. It was quite an extraordinary experience.”

“It was a lot of fun and sent me down the path I’m still on now.”

Tilly was born in Guatemala on Lago De Attitlan, Panajachel, and moved with his mother to Australia. He has three brothers dotted around the world of which he is the eldest but in his words “certainly not the wisest.” With family scattered evenly around the world, Tilly is proud to represent the clan down-under.

In his free time, Tilly enjoys cooking, filmmaking and watching a good (or cheesy) film. Some favourites include Black Dynamite, Aliens, City of God and Children of Men.

A big welcome to Tilly to the AVPartners team!

What is a gobo?

Do you want to add that something special to your next event? Gobos are one of the most striking, versatile yet affordable lighting options.

A gobo is essentially a stencil cut out of glass or metal, that is then positioned between a spotlight and the area you want lit, creating a unique projected shape. The gobo can be made to project patterns, text, logos, and other special effects, which makes them a great option for promoting brands and products.

The projected imagery can be projected onto almost any surface, such as the dance floor, the stage or a prepared backdrop – instantly decorating and lighting the surface, transforming the space and promoting your event’s message.

Using gobos can help draw attention to an area of your event, highlight your brand, for sponsor recognition or to share a specific message. For example, gobos can be used at weddings to project bride and groom’s names or alternatively just their initials onto the dance floor or behind a bridal table.

However, they are more than just a decoration or improvement to the event setting. Because of the flexibility in design and impressive visual elements, they really help to set a mood and atmosphere at your event, which gives guests an even better experience and leaves them with a lasting impression of your message.

This article originally appeared at Business Events News.

Media release: AVPartners wows at Audi Hamilton Island Race Week

AVPartners was thrilled to be a major sponsor for the iconic Audi Hamilton Island Race Week again this year, helping deliver one of the most successful events yet.

Audi Hamilton Island Race Week is the largest offshore yachting regatta in the southern hemisphere and is well known for its impressive line-up of bands, parties, fashion parades, fine dining options and more.

Providing audiovisual support, styling and technical assistance for over 40 events, AVPartners played an integral role in bringing the events to life. From lighting up Audi cars, through to setting up event stages and building a massive LED wall, AVPartners brought the best in technology and creativity to the world-class event.

AVPartners also provided AV and technical support for the awards presentation and dinner for 660 attendees in the Hamilton Island Convention Centre.

The AVPartners Hamilton Island Partner, Ritchie Harland, said “Audi Hamilton Island Race Week is an incredible event which brings thousands of people to beautiful Hamilton Island every year featuring 202 boats. For over 40 amazing events and performances.”

“The event involves our team of experienced and dedicated AV technicians working 24/7 to create events unlike any experienced before.”

Glenn Bourke, CEO of Hamilton Island said “The world of event based audiovisual provision is not an easy one, so you are always looking for a company and a team that are reliable problem solvers and with a service mentality that can adapt to the changing needs of large corporate clients.”

“In my 20 years or so in events and management, I have experienced none better than AVPartners. They are always professional, energetic and positive solution finders, who are also very nice people to deal with. As partners in all our major events and conferences, they become a fully integrated part of our team, seamlessly providing great service across many locations both indoors and out.”

“My team and I have nothing but the highest praise for AVPartners due to their standards of excellence and our positive experiences spanning nearly a decade.”

AVPartners and Hamilton Island have enjoyed a partnership for eight years. AVPartners provides audiovisual support for conferences and events at the location and professional technical assistance for delegates.

About AVPartners

AVPartners is a leading provider of tailored and integrated event audiovisual services including technical production, audio, visual, lighting, event design and event styling.

AVPartners creates integrated event experiences through combining state-of-the-art audiovisual technology, unrivalled expertise and a highly-tailored approach.

www.avpartners.com

How to perfect the sound at your event

Audio is one of the most crucial and yet fragile components of an event. You’ve brought these people together to hear your message – what if they can’t? Without the right expertise, things can and do go wrong. How can you ensure that the sound at your next event has the right tone, volume and clarity?

Use the right technology

Quality audio equipment is essential to get the sound right. A good AV technician will be able to guide you on what technology will best suit your event.

For example, it is important your AV technician selects the right microphone depending on the situation. The microphones for your presenters will be different to the microphones used for the musical instruments in a live band.

The voice of a presenter can be relayed clearly with the correct microphone choice and positioning, with adjustments made to the signal to compensate for changes in the presenters voice or when different people are speaking. Everyone speaks at different volumes and clarity levels, so expert attention is needed if different people are to be using the same equipment.

You’ll also need the right loudspeakers, plus subwoofers for music, to deliver the sound to your audience, taking into account the event space, numbers of attendees, ambient noise – and a dozen other factors!

Engage the best AV technicians

A knowledgeable and experienced AV technician knows how to get the balance right to ensure sound is clear, consistent and at the right volume.

Your AV technician will make adjustments on their sound mixer to smooth out variations and distribute a more consistent level of sound from presenter to presenter, or song to song, as your event progresses. They will also tune the audio system to combat any complications in the acoustics of the event space and amplify the output signal from the presenter to the loudspeakers at the right volume for your audience. Sound reinforcement is not set-and-forget!

Do a sound check

Prior to the event, it’s crucial all presenters do a sound check. The AV technician will pre-set the calibrations for each individual presenter, ensuring that the audience experiences a smooth level of sound throughout the event. This will make all the difference in sound quality.

Match the sound to the atmosphere

At different stages throughout your event, the required type of sound will change, whether that be speaker presentations or music. Make sure your event style or theme is reflected in the sound you use, such as the genre of music chosen. For example, classical piano music would suit a sit-down gala dinner event, but isn’t so great for the dance floor.

The volume should also be suitable for the various phases of the event. For example, lower background music works at the times when you want people to talk amongst themselves, whereas a crisper, louder sound is required for a speaker’s presentation.

Choosing the right equipment, setting it up, going over every detail and operating it correctly are vital to ensure great sound at your next event. Engage a knowledgeable and experienced AV provider to gain peace of mind that the sound at your event is in good hands. Contact AVPartners today to see how we can give your next event perfect sound.

Face to Face: Brendon Biffin

Business Events News interviews Brendon Biffin on his approach to work and life.

What is the first thing you do when you get to work?

Review the day’s schedule.

What analogy best describes being a partner of an event AV services company (ie a ring master, sergeant major, conductor etc) and why?

Flight Captain. I steer the plane, but without our highly skilled and dedicated staff, our guests (clients) would not be happy when they arrived at their destination.

Where is the Australian events industry lagging when it comes to AV services?

We are lacking a recognised live events training institution. It is not easy for young people interested in a live events career to break into the industry. There are reputable educators but their training is more studio based rather than live events specific.

What’s the worst AV stuff up you’ve seen in your time in the industry?

A restaurant opening that had a choreographed release of balloons spelling their name. They got stuck in a tree above the stage.

What one sure-fire tip can you give to event organisers when it comes to making sure the AV services run smoothly on the day?

Provide a detailed and accurate runsheet and make it a priority to stick to it.

Should PowerPoint presentations at conferences and conventions die a painful death?

No. Death by Powerpoint can be painful but content is extremely powerful and can engage an audience far more than words when used correctly. Powerpoint, Prezi, Keynote – They all have their place.

What’s the future of business events apps? What do you expect to see in 10 years’ time?

The future of event apps is huge, we are only just scratching the surface. Technology advancements will determine where we take them. Print is dead. Event apps give back to the delegates in terms of relevant and up to minute information, give back to the facilitators in terms of data collection and also give back to the environment.

How many devices do you own (ie iPods, smartphones, tablets etc) and what’s your guilty pleasure game (ie Angry Birds, Monkey Island, etc)?

I own four devices. No games for me – Searching for information via YouTube and Google is my thing.

What plans do you have in store for Sofitel Brisbane Central?

In the next year we will become the most technologically advanced events venue in Brisbane.

What’s the most memorable business event you’ve ever attended in your time with AVPartners?

The AVPartners Bali Conference in 2012. We have a great team of people within AVPartners and our conferences are awesome. I look forward to them every year.