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A New Chapter in Leadership at AVPartners: Introducing Cale Dunn as Partner at Sofitel Noosa Pacific Resort

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AVPartners is proud to announce the promotion of Cale Dunn to Partner at the Sofitel Noosa Pacific Resort. Having been an integral part of our team since 2017 and in the audiovisual industry for over 15 years, Cale’s commitment to the industry and our values is unquestionable.

From his start as a trainee on the Sunshine Coast to his former roles as Associate at both Sofitel Noosa Pacific and Novotel Sunshine Coast Resort, Cale’s professional growth stands as a testament to his dedication and hard work. Now, as Partner, he is prepared to leverage and further hone his expertise at Sofitel Noosa Pacific.

Reflecting on his promotion, Cale said, “From my beginnings 15 years ago, it’s an honor to now lead my own venue. I’m ready to mentor the next generation of talent at a resort that values technological innovation in the audiovisual industry.”

Mark Gurd, AVPartners Area Partner, commented, “Cale’s promotion is a reflection of his passion for the audiovisual industry, his strong client engagement skills, and his technical expertise. I’m confident in his ability to lead the team successfully in his new role.”

As AVPartners maintains its commitment to delivering exceptional audiovisual services, we look forward to the innovative direction Cale will bring to our operations at Sofitel Noosa Pacific Resort.

 

Essential AV Tips for Keynote Speakers

As the main event of any conference or business gathering, keynote speakers carry the weight of delivering a message that’s inspiring, engaging, and memorable. However, no matter how excellent the content or charismatic the speaker, the success of a keynote presentation often hinges on the effectiveness of its audio-visual (AV) setup. Well-executed AV components not only enhance the speaker’s delivery but also create an immersive experience for the audience. Here, we share our top tips for leveraging AV to ensure a successful keynote presentation.

Optimal Sound Quality

Microphone Conference Keynote Speaker

The importance of sound quality cannot be overstated. If the audience struggles to hear or understand the speaker, the message will be lost. Depending on the size of the venue, you may need to use a lapel, handheld, or headset microphone and mastering the use of a microphone is crucial for effective speech delivery. Here are some key strategies to master microphone use:

  • Project your voice: The microphone is a tool to enhance, not replace, your vocal strength. For engaging communication, ensure you are using your full voice
  • Mind your distance: Position yourself correctly – microphones are designed to capture your voice when it flows over or across them.Getting too close could distort your audio output
  • Posture and positioning: Stand upright, project your voice above the microphone, and move with your shoulders, not your head. This approach ensures consistent audio levels and aids in preventing volume fluctuations
  • Avoid microphone mishaps: Tapping or clapping into the microphone can create amplified sounds that might startle your audience. Steer clear of such practices.

By adhering to these guidelines, you’ll maximise your chances of delivering a clear, compelling, and unforgettable presentation.

Keynote Panel Discussion LED Screens

High-Quality Visuals

Visuals form the backbone of any engaging presentation. It’s essential that every image, graphic or video is of superior quality, crystal clear, and visible from all corners of the venue. In recent years, LED screens have emerged as a popular choice due to their ability to display high-definition imagery that truly captivates audiences. Not all venues will have an LED Screen, however if one is present, consider optimising your content for LED screens by incorporating dynamic elements such as videos, animations and moving visuals that add an extra layer of interest and engagement.

Furthermore, consulting with your AV organiser is advisable to ensure your presentation is in the appropriate format and to determine the number of screens available.This valuable information allows you to design your presentation for maximum impact, making strategic use of visual aids. By carefully planning and utilizing visuals effectively, you will deliver a presentation that leaves a lasting impression on your audience.

Accessibility and Inclusion

Incorporate AV solutions that make the presentation accessible to all attendees. This may include closed captioning or sign language interpreters for hearing-impaired audience members or providing a descriptive commentary for visually impaired attendees.

Pre-event Technical Check

AV Operator Audio Desk

Before the event, setting up a rehearsal with the AV team is highly recommended. This hands-on session will serve as an opportunity to validate the sound clarity and volume of the microphone, as well as preview the slides on the presentation screen to ascertain their visibility and impact. Additionally, it provides an opportunity for the speaker to get comfortable with all AV components they’ll be using, be it a clicker for advancing slides, a spotlight tracking their movement on stage, or the location of the preview slides monitor. Undertaking this step allows the speaker to become familiar with the AV setup and increases the likelihood of a smooth, confident presentation.

On-site Support

During the presentation, it should be arranged that the AV team is present to provide real-time technical support, ensuring that everything runs smoothly. They can manage audio cues, control visual elements, and troubleshoot any unforeseen technical challenges. Their expertise allows you to focus on delivering your message without worrying about the technical aspects.

The success of a keynote presentation is dependent on both the delivery and the careful preparation around the AV setup. Understanding the technical requirements, collaborating with the AV team, and leveraging their support on the day of the event all contribute to a smooth and impactful presentation. By paying attention to these factors, you can ensure that your keynote presentation captivates the audience and leaves a lasting impression.

The benefits of live streaming your event

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Live streaming has become a craze ever since the pandemic of Covid-19 has forced event organisers into alternative ways of holding their events.

The capability of live streaming has become hugely popular in recent years, especially for events that attract global attention. Live streaming offers people the opportunity to experience events, even if they can’t be there in person.

Perhaps you’ve considered live streaming your event, but you’re not entirely sure if it’s the right thing to do. Maybe you’ve thought, “Well, it could be great exposure, but then again who will purchase a ticket if it’s going to be live streamed for free?” This is a very sensible question to ask. Although there are many benefits to live streaming events, it’s important to consider whether it is right for your event. Some events thrive on exclusivity. Keeping an event exclusive might help with setting ticket prices, selling tickets, or attracting thought leaders. These events might benefit from being kept intimate instead of being live streamed. But for many events, especially ones that have an objective of broadcasting information or selling a certain product or service, live streaming can be greatly beneficial. Here’s why:

Maximise your exposure

Live streaming, especially via social media can help build exposure for your event. Your event can be live streamed to your social media audience, but it can also reach a larger audience if the content is shared and interacted with online. Live videos tend to attract more online engagement compared with other types of content. They incite a sense of urgency, compelling people to watch. When you share your live stream to social media, you also have the option of running ads in order to reach an even wider audience.

Use data to improve your events

When you live stream your event, it gives you the opportunity to learn more about your audience through online data. Bringing your event online can help you gather important information about who your audience is and what they like (or dislike) about your event. Whether you’re live streaming on your website or social platforms, you have access to data on who is engaging with your content. This information can help you make improvements on your event next time around.

Provide a channel of communication for your audience

If you’re broadcasting your event on social media, your live stream will give your event goers and online audience a platform to interact with you while the event is running. It gives them the opportunity to ask important questions about keynote speakers, products being launched or whether there are follow up events.

When you’re live streaming a corporate event, it’s important to get it right. The last thing you want is a major disruption or delay in the audio or video. When you do it yourself there are many risks involved that can disrupt the smooth running of your event. Make sure to hire a professional audiovisual team to do all the hard work so that you don’t have to. At AVPartners we have the right technology and expertise to broadcast your event so that you can rest assured that it’s done the right way.

Get in touch with us today about your next live streamed event.

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AVPartners announce new Partner and Associate at Perth Convention and Exhibition Centre

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Steve Rowe and Ben Hamblin have been promoted to Partner and Associate respectively at the Perth Convention and Exhibition Centre as of January 2020. 

Steve Rowe

Steve has worked for AVPartners since April of 2012 as a Technical Event Manager in Sales managing high-profile national and international events and was promoted to Associate in 2018.

Now leading a crew of 50 staff, Steve said, “We have a close-knit team that really work together to deliver some of WA’s most prestigious events. Everyone has been supportive of my move into the Partner role, and I look forward to continuing to do what we do best: deliver exceptional events.”

Ben, previously a Technical Event Manager in Sales has been promoted to Associate and under Steve’s direction will be working closely with the Operations and Technical Event Management team. 

Ben brings a wealth of technical knowledge to the role having started with AVPartners as a Trainee Technician in 2011 and moving through the ranks to Technical Director in 2014, where he spent four years executing some of the largest shows in Perth. 

Ben Hamblin

Between them, Steve and Ben boast 25 years of experience in the AV industry and both are excited to continue AVPartners Perth’s legacy of event excellence with concepts that engage, entertain and delight. 

AVPartners’ Senior Partner Merv Jones said, “Both Steve and Ben have extensive experience in the industry, and approach their roles with incredible innovation and dedication. These promotions are well deserved and we are excited about the future of this leadership duo.”  

AVPartners and the Perth Convention and Exhibition Centre have enjoyed a partnership for several years. AVPartners provides integrated AV solutions for conferences and events at the venue.

Don’t make these mistakes when planning your next event

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Planning and executing an event can be an exciting, yet very busy time. Most require months of preparation and strong plans in place to achieve the best outcome. However, from time to time even the most seasoned of event planners can face challenges.

So, what are some common event planning mistakes and how can you avoid or overcome them?

Poor communication

As an event planner, a key responsibility is to know what is going on across your internal team and external parties like suppliers and event speakers and attendees. However, if you don’t communicate clearly to each relevant group what you are expecting from them, then it’s likely that mistakes will be made as each member of your event delivery team will be unsure of their responsibilities.

The best way to overcome this challenge is to make a runsheet – this is a clear breakdown of what should be happening throughout the event and who will be completing each task. It must include times to start and finish certain tasks and should have the contact details of key members of the event delivery team so that each member of the team knows who to speak to if they have questions.

Lack of clear signage

Don’t have your event attendees running late for their favourite speakers or preferred sessions because they can’t find where a certain presentation is being given. The best way to overcome this challenge is to make sure each room is clearly signposted and there are clear directions to other spaces. Digital signage can assist with this as you can use one screen to give multiple directions and even feature moving maps, directing event attendees to main events like keynote speaker sessions or lunch.

Leaving equipment rental to the last minute

So you’ve organised the big ticket items like screens, projectors, lights and staging, but what about handheld microphones, lapel microphones and laser pointers? These are often requested by speakers. It’s tempting to only put in an order once you know what you require to avoid excess spending, but your AV suppliers will likely be working on many events at once and may not have excess inventory to accommodate your last minute requests. Plan in advance and order a few things, despite what your speakers may need, so you don’t miss out.

Not allowing enough time for setup

One of the biggest areas that event planners overlook is underestimating the amount of time it takes to set up their event. Event setups often take longer than anticipated as challenges generally will arise and you might have to make changes. The best way to avoid running out of time is to include setup time in your runsheet and always add more time for setup than you think you will need. It’s better to have excess time and be relaxed before your event starts than running around at the last minute. You must contact your suppliers at least 48 hours before the event to confirm what time they will be arriving and ask if they have any questions you can solve beforehand. Doing this can help to  speed up your setup on event day.

Forgetting to anticipate that problems will arise

Even the most seasoned of events organisers know problems will arise on the day. It’s Murphy’s Law! The best way to avoid this is to make contingency plans, anticipating what might go wrong. Make sure you have extra copies of programs, ensure a speaker has sent their presentation through ahead of time in case they leave their USB at home, give any materials you shipped a few extra days to arrive, check, double check and triple check how the technology works, order extra food and make a packing list. If you have a checklist of all the things you need, you will be less likely to leave anything behind.

Sometimes mistakes happen and this can be stressful. But if you are prepared, this can help lessen the blow and make your event appear smooth, professional, and seamless despite how you may be feeling inside. If you would like help with your next event, contact us today.

How to make every event unique

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For event planners, it’s important to make each of your events unique in order to encourage re-attendance, make your events memorable and promote your event messaging. Here are a few ways you can make every event unique.

Use lighting strategically

Lighting can be used to set your colour scheme, create a certain mood, revitalise guests, bring your theme to life and draw attention to areas within your event space. When used strategically, lighting can breathe life into your event agenda and can impress your guests. To make your event unique through strategic lighting, it’s important to use state-of-the-art technology and work with a team of lighting experts.

Theme your event

Theming your events is one of the most obvious ways to create a unique experience for guests. A theme is an idea or concept behind your event which can be brought to life through your visual elements, invitations, agenda, marketing, dress code, food and entertainment. By promoting your theme through all aspects of your event, you can make each event experience feel unique for guests.

Prioritise your styling

Styling creates the look and feel of your event. Event styling incorporates furniture, decor, table layouts, props, audiovisual and digital elements. It is one of the most effective ways to set the atmosphere of your event. How would you like your guests to feel at your event? Your styling will help you facilitate a certain event experience to make the day unique.

Hire entertainment

Impressive entertainment can really set your event apart from the rest. By choosing entertainment based on your theme, you can make each event unique. Entertainment doesn’t need to be limited to a musical act. You might consider hiring comedians, puppeteers, magicians, dancers, trapeze artists, balloon artists or DJs.

Incorporate augmented or virtual reality

Augmented reality involves computer-generated interactive elements appearing in the real world, usually viewed through a smartphone, tablet or headset. Virtual reality is a computer-generated experience, most commonly created through the use of a headset, that makes the user feel like they are in a different world. Using technology to create an augmented or virtual reality experience can provide an opportunity to promote your event messaging and branding and can create an exciting and unique experience for your guests.

Work with AVPartners

Through unique styling and exceptional lighting, the AVPartners team can help you put on an event that will wow your guests. Unlike most audiovisual teams who work with different event spaces for each of their events, AVPartners are AV experts in their own venues. The team is able to utilise every aspect and capability of the event space and technology to bring your event to life.

If you would like help making your next event unique through styling and audiovisual production, contact AVPartners today.

How a destination conference can invigorate your guests

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Hosting a destination conference can create a memorable experience for your attendees. It can energise your guests and really drive your event messaging home. Here are a few reasons why a destination conference is a great option for your next event.

There are fewer distractions

Attending a destination conference means guests won’t have distractions from their daily routines like commuting to work, errands and chores. Instead, they will have a clear mind for taking in what your conference has to offer.

Guests are more dedicated

Guests attending a destination conference will have made a commitment to travel there. This extra level of commitment can translate to more engagement with your event program.

It can double as a holiday for your guests

The destination you choose can work as a big drawcard for people all across the country (and world) to attend your conference. Selecting a location that is a common holiday destination means guests can plan a vacation before or after your conference.

It’s more memorable

Being in a new setting can really make your event unique and memorable. Taking your guests away from their normal day-to-day routine and into a new location will create a new and exciting experience for them – and make your destination conference an event to remember.

It encourages a new audience to attend

If you’re hosting a conference that is open to the public, picking a destination away from your local area is a great way to encourage a wider audience to attend and tap into a new customer pool. Guests living near your chosen destination might be more likely to attend, as well as those from across the country (or world).

You can impress your guests

Choosing the right venue can really impress and rejuvenate your attendees. Choosing a venue with impressive styling, facilities and state-of-the-art technology can wow your guests and make your event memorable. AVPartners has venues all across Australia, providing expert audiovisual and styling for spectacular event experiences.

If you would like to host a destination conference, take a look at AVPartners’ venues or contact us today for more information.

What to do after your event to ensure its ongoing success

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The success of an event doesn’t need to be dictated by what happens on the day alone. Yes, everything should run smoothly on the day, your guests should be engaged and you’ll want to make sure you meet your event objectives. However, an event’s success can extend well beyond the actual day.

Even a successful day can be tainted by a lack of post-event follow up and evaluation. So here’s what you can do to ensure the success of your event after the event itself.

Follow up

Following up with your guests after your event is an important way to let them know that you care about them. A follow up can be as simple as thanking them for attending on your event’s Facebook page or sending an eDM that reinforces your event objectives and says thank you.

Post-event evaluation

Undergoing a post-event evaluation is the best way to analyse what went well and what you can improve on next time. It can help you identify areas where you might be able to tighten up your budget and things you missed that you might like to include in your event next time around.

Feedback surveys

What a post-event evaluation might miss, feedback surveys can make up for. Who better to analyse your event than the event guests themselves? Asking your guests to answer questions about the different aspects of your event can help you to view your event from the perspective of your guests. This type of analysis can really help with improving the event experience at your next event.

Showcasing your event on social media

Social media is one of the best ways to communicate information effectively and efficiently to a wide audience. It is also a great way to show-off your event, boost brand awareness and build anticipation for any upcoming events. Showcasing your event on social media might include sharing footage from the event, developing and sharing an event video that showcases the event’s highlights, or creating and sharing a photo album from the day.

Provide a next-step

Whether it’s on social media or via email marketing, providing a next step for your guests is a great way to keep them engaged with your brand and event. It can also increase the likelihood of guests attending your future events. Provide one simple call-to-action in your communications with guests, for example “Visit our events page to find out what’s coming up” or “Sign up to our mailing list to stay in the loop”.

If you would like to maximise the experience at your next event, contact AVPartners today.

Media Release: AVPartners promotes Mat Brooke as Technical Director at Crown Perth

Leading audiovisual company AVPartners has once again demonstrated their commitment to promoting from within by appointing Mat Brooke as Technical Director at Crown Perth.
Previously a Senior Technician at the popular Perth venue, the promotion will see Mat continue to use his technical knowledge and problem-solving skills to create event concepts which exceed client expectations.
Mat commenced his career with AVPartners as a Trainee Technician in April 2012, and in six short years has progressed to a leadership position.
Regarding his promotion, Mat said, “I had no idea six years ago that I would have been able to progress so much within one company. AVPartners is a supportive network of passionate audiovisual people, and I’m ecstatic to be able to continue to grow and advance with them.”
AVPartners’ Partner at Crown Perth, Daniel Watters, said, “Mat is an extremely hard worker which has made his advancement through the ranks at AVPartners an easy decision for management to make. I look forward to seeing him take on the responsibilities of his new role.”
AVPartners and Crown Perth have enjoyed a partnership for several years. AVPartners provides AV support for conferences and events at the venue and professional technical assistance for delegates.

Are smartphones helping or hindering your event?

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Whether we like them or not, smartphones have become an important part of our daily lives. They are used to aid with various tasks including shopping, getting from one place to another, scheduling plans and setting reminders.

People spend hours each day scrolling, checking emails and social media notifications. Wondering what this means for your event? Chances are most, if not all, of your attendees will arrive at your event with smartphone in tow. They are hard to ignore. So it might be time to address the elephant in the room – the sea of smartphones in your event space.

So are smartphones just another distraction for guests to be swallowed up by? Or can they help with your event outcomes?

The disadvantages

There is no doubt that smartphones can be distracting. They can divert attention away from your event sessions. Disengaged guests won’t experience your event for what it is, potentially harming your re-attendance rate.

If you were to have a no-smartphone policy at your event, your guests would certainly have fewer distractions and might be more engaged throughout the event. Whether this is a realistic and productive request is less certain.

The advantages

Smartphones have become a huge part of events. When it comes to event planning, there seems to be a smartphone app that can help with every aspect of organising and running an event. Whether it’s organising ticket sales, sharing your event agenda or facilitating a networking platform for guests, there’s an app for pretty much every stage.

There are several apps on the market, both free and with subscription costs, including Eventbrite and Ticketbud for ticket sales, Whova for attendee networking and Pathable for developing and sharing your agenda – just to name a few.

Smartphones also provide your event with an opportunity for marketing and promotion. Never underestimate the power of your guests taking selfies at your event, using your event hashtag online, live tweeting or checking-in on social media.

If you can’t beat them, join them

Smartphones are an integral part of everyday life. While they might be distracting and addictive, they can serve the really important purpose of helping you reach your event outcomes. They can be used to simplify logistical tasks, engage guests and build an awareness for, and at, your events.

So, if your main objective is to run a seamless event with good occupancy, it might be time to embrace what smartphones have to offer.

If you would like advice on social media for your next event, the AVPartners team can help. Contact us today.