Planning an Outdoor Event in Auckland? Here’s Your AV Checklist!
Whether you are planning a corporate event, product launch, or concert, Auckland offers some fantastic spaces for hosting, including parks, beaches, and rooftops. When it comes to outdoor settings, getting your Audio Visual (AV) set-up right is essential to execute a flawless event, and outdoor events present a particular set of challenges.
If you are planning an outdoor event, you’ve come to the right place for expert audio visual Auckland-wide. To ensure the success of your next event, we have put together an AV checklist that you can use. From sound quality to waterproofing and visibility, read on to discover everything you need to know to tackle outdoor event AV planning head-on.
Whatever the Weather
In Auckland, the weather can be unpredictable, with full sunshine one minute and hectic rain the next. Choosing to have an expert team plan, set up, monitor and pack down your AV will ensure that your attendees will stay safe and entertained no matter what the weather throws at you on the day. If you want some advice on what type of outdoor venue will be appropriate according to the seasonal norms, chat with the expert team at Spyglass.
Choosing Your AV Equipment
At Spyglass, our talented team has executed events in New Zealand and across the globe, including France, England, Japan and the USA. We are passionate about delivering exceptional audio-visual services Auckland-wide and ensuring our clients receive the highest possible level of care before, during and after their events.
Our experienced audio visual Auckland team will guide you through the entire set-up process and ensure you receive the right AV technical support throughout the event. We can provide you with world-class AV equipment, including content playback systems, vision management, outdoor screens, and the widest range of projection surfaces, to create a standout event experience.
To get the most out of your AV experience and create a functional and engaging atmosphere, here is a comprehensive checklist to assist with your planning:
AV Checklist
1. Venue Features
It’s important to thoroughly assess your outdoor venue and identify its AV capabilities. Weather conditions can significantly impact outdoor events. Check for any preexisting AV equipment, and ensure you have enough secure power outlets to meet your goals while maintaining safety. You should also ensure that there is enough staging space to accommodate all the equipment you want to use, including speakers and projectors.
2. Sound System
Choosing an outdoor speaker system with enough power and high audio quality that can withstand wind and the surrounding noise of traffic, cars, or people is essential. Factor in the size of your outdoor venue and ensure sufficient speakers to cover the area with good clarity. A high-quality sound system and microphone are key to a successful outdoor event. Sound checks are extremely important to test the sound quality of your outdoor speakers before the event begins.
3. Visual Setup
Another key element of a good AV system is using high-end projectors and screens to enhance the outdoor experience for your guests. If you are planning a bigger outdoor event, choosing a large LED screen wall might be a good way to fully accommodate your audience. This will prevent people from crowding over each other to see what’s playing on the screen.
Remember, your projectors and screens also need weatherproofing. If it rains, ensure they are well-covered or in a protective casing to prevent water damage.
4. Livestreaming
If you plan to record or live-stream your outdoor event so that others around the country can join in, ensure that you have sufficient high-definition cameras ready to capture the event. Set the cameras up at various angles to capture different viewpoints, giving your online audience a good experience from all angles. If your event is in a remote location, ensure you have a sturdy internet connection. Sound is also a key factor here, so remember to double-check that your sound system is linked to your camera’s live stream feeds.
5. Spare Equipment
In the event of extreme rain or unpredictable weather that is out of your control, have a contingency plan with spare equipment such as waterproof tents, AV gear and a generator for backup power. In the event of any technical difficulties - and things do go wrong - it is essential to have backup microphones, cables, projectors, screens and extra batteries or power packs for wireless equipment.
6. Event Run Through
Once everything is set up, complete a run-through of the event to ensure everything is in good working order. Sit in the same location as your audience to get an accurate representation of what the event will look and feel like. Adjust the lighting, visuals, and sound if necessary to avoid any hiccups during the event. You’re all set!
Expert Audio Visual Auckland Services
If you’re ready to start planning your next outdoor event in Auckland and you are feeling overwhelmed, we’ve got you covered!
At Spyglass, we’re proud to be one of the top companies providing advanced audio-visual systems for events throughout Auckland. Get in touch with our friendly team today to learn more about how we can assist you in pulling off your next outdoor event so it’s memorable for all the right reasons.