The AV aspects of live events have an unfathomable amount of moving pieces.
From the actual gear, including all audio equipment, lighting, and video gear to all of the cables and adapters needed to make them run, there’s more to each event than meets the eye. When you add in all of the labor needed to bring it to life and for each component to work together, it’s obvious that there’s no shortage of ways for things to go, well, sideways.
A good AV company knows this and puts procedures in place in an effort to avoid any complications.
Keep reading to learn what some of the most common tech mistakes are – and how you can avoid them.
Not Bringing Back-Up Gear.
We’ll state the obvious: sometimes things break. Even things that you have no reason to believe will break. Even things that were very, very recently tested.
An adapter doesn’t work, even though it did the day before. A power strip won’t turn on. Your tech table is further from the closest outlet than you realized or doesn’t have enough power. More cables need taping than you realized. You burn through batteries way faster than usual (which is easy, considering you should change batteries on anything the second the first bar drops).
Even the most thorough pre-production process cannot always account for the little things not working or more ancillary items needed than you expected. That’s why it’s always best to be prepared with extra:
- Cables
- Batteries
- Adapters
- Gaff tape
- Secondary internet hotspot
- Extra power
This rule of thumb goes for back-up computers as well.
It’s rare, incredibly rare, even, that the primary graphics or playback machine goes down, but it can happen. Having a back up machine makes it possible for the graphics or playback operator to seamlessly make a switch while the audience remains none the wiser.
Back up equipment often isn’t needed, but you don’t want to be caught without it the one time you do need it.
Skipping the Labels.
By the time the entire event is set up, there’s a web of cables, adapters, power cords, power strips, and more. Sometimes there are several cords going into one console, with a variety of different inputs or outputs.
Imagine one component of your event isn’t working. Maybe it’s one moving head light, and you’re not sure why it isn’t working as it’s supposed to. Is it the cable? The actual light? A failure within the console?
If nothing is labeled, however, troubleshooting becomes a complicated mess. Suddenly, you need to test every cable, every adapter, until all of your cables are unplugged and a mess. And you STILL haven’t isolated the problem.
The solution is so easy, it’s crazy not to do it: you label absolutely everything. Each cable, output, input, and adapter. Now, your system is extremely organized. You know exactly what is being used and where and what channel corresponds to each system. If something does need to be rerouted, you don’t have to worry about creating a domino effect where the entire system needs to be overhauled.
The fix is easy, quick, and simple.
Not Testing Equipment.
“It worked on the last show, I’m sure it’ll work on this show.” Right?
Wrong.
One big mistake AV teams make, especially when they’re quickly unpacking and repacking equipment to move from one show to the next, is skipping quality control checks.
The unfortunate reality is that equipment can become damaged or stop working at any point it’s in use or in transit
The unfortunate reality is that equipment can become damaged or stop working during strike, in transit, or at any other time it’s in use. Pieces can go missing, wear and tear can start to cause problems, or something can be organized incorrectly, leading to the gear you thought you had packed not being accounted for.
Verifying that everything is working how it should be, present, and organized correctly according to your own system avoids last-minute equipment substitutions during set-up or rehearsals.
Not Having Enough Technicians.
When event planners or organizations are trying to stick to a budget, they often go through the AV budget with a fine-tooth comb. One thing they regularly ask? “Are all of these positions really necessary?”
The question is fair, especially for folks who aren’t as familiar with the AV process and who on the crew is responsible for what.
However, one of the biggest mistakes an AV company can make is cutting positions they believe are necessary without explaining the possible ramifications to their customers.
They created their quote and recommended staffing for a reason, and rolling two positions into one can have big consequences. Even in the best case scenario the technician’s focus will be split between two distinct roles. In the worst case scenario, they’ll have to completely ignore one role to handle an unexpected complication.
Not having adequate labor opens you up to the possibility of big, avoidable issues, and the potential to save some money isn’t worth the risk of compromising the event altogether.
A good AV company has contingencies in place to handle complications. They also know that the best way to address challenges is to avoid them altogether.
To learn more about how our checklist and process will create a flawless event experience, contact us!