Considerations when providing technical support for a conference


Providing technical support for a conference is an important responsibility that ensures maximum audience immersion and flawless technical functionality. However, every event is different and the choice of venue, as well as the conference itinerary, will determine the equipment needed. Here are some areas that should be addressed to make a conference elegant, engaging and professional.

LED screens or video walls

A good screen setup is essential so that everyone in the conference can clearly see your speakers, discussions and presentations. It will be difficult for your audience to fully participate in the event if they cannot see it. Not only do the screens allow people in the back to see the action on stage, they also allow you to show slides and visual aids.

Using LED screens or video walls allows for the best possible display and can be used indoors or outdoors as needed. Other types of screens don’t perform as well outdoors, but choosing an LED screen means you can have crisp, clear, and bright images wherever your event takes place.

Sound

Seamless sound without any background noise or glitches is essential to a smooth conference, because you want your audience to be fully immersed in the event without distractions. For a successful conference, full live sound support is required, including planning to overcome any challenges the venue space may have in terms of acoustics and seating.

The sound equipment you will need for a conference will depend entirely on the size and capacity of the room, but as a general rule the equipment required will include high-end digital soundboards, high-quality loudspeakers and wireless microphones.

If you have a panel, Q&A, interview or debate it is a good idea to use press-to-talk microphones where each delegate has one and can engage in discussions but unnecessary noise is eliminated .

Lighting

When providing technical support for a conference, a complete lighting setup is essential. This ensures that the conference looks completely professional and that attention is drawn where it needs to be, providing an immersive experience for the audience.

As with the sound system, the correct lighting setup for an event will depend on the size and capacity of the venue, as well as the types of presentations, interviews or debates that will be taking place.

This can include profile lanterns to ensure your presenters are seen all the way to the back of the room and colored lights at the back of the stage to highlight your decor or brand image. If you are planning to host an awards ceremony or want your delegates to be motivated for the day, dynamic and eye-catching lighting works well.

Videography and live streaming

If the conference you are supporting is a hybrid event and needs to be broadcast live, or if you need to capture footage of the conference to make it available to viewers on demand, you will also need to ensure that you have professional filming equipment (both video and sound) as well as experienced operators to capture every moment.

If the event is broadcast live, you will also need to connect the recording equipment to a laptop with a strong and stable internet connection and the appropriate software.

Staging

Your event may also require custom stage decor, along with the necessary props, to ensure your conference speakers have the proper platform to address your audience. Having a professional stage set puts speakers and presenters in the best physical position to be seen and heard by the audience. It also allows you to better orient the seating, lighting and sound in the room for maximum effect.

Providing technical support at a conference should be about bringing attention to the speakers and presenters on stage while ensuring audience participation, when encouraged, is smooth.

To do this, you need to review and understand the location as well as the conference route so that you can make the most informed choices when it comes to selecting the equipment you will use.


Christian Ablett is the owner of Engage the scenean audiovisual and event production company with many years of experience working with agencies, organizers and production managers around the world to provide technical support for events and produce impactful live and hybrid events.

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