The Role of Clear Communication in Event AV Success
In event production, the technology is only as good as the communication that guides it.
When it comes to AV, clearly communicating your needs, timeline, and goals is what ensures every detail aligns with your schedule. At Plato Media Co., we've found that effective communication is the key to executing an event just as planned. It’s a non-negotiable part of our professional checklist for avoiding last-minute AV issues.
Here’s why clear communication matters and how it sets the stage for a smooth, professional event.
Why Clear Communication is Non-Negotiable
Clear communication with your AV team isn’t just about sharing logistics—it’s about setting up each part of the event for success. When details are communicated well, everything flows, from presentations to transitions.
Understanding Speaker Needs
Small details make a big difference. Does your CEO prefer a lapel mic, but the guest speaker only uses a handheld? Does one presenter pace the stage while another stays at the podium?
We need to know these preferences in advance. Communicating these details early ensures we have the right equipment ready for the tech rehearsal, so presenters can focus on their message, not on the microphone.
Defining the Event Timeline and Transitions
A well-communicated timeline is crucial for coordinating AV transitions. Moving from a keynote speech to a panel discussion or from a presentation to a video clip requires technical adjustments.
When the AV team has a clear sense of the event’s timeline, they can plan and execute each transition without interruptions, keeping the event on schedule. This detailed schedule is the exact run-of-show our on-site technical support team will follow to the letter.
2. What to Share with Your AV Team
Providing your AV team with a clear overview of the event’s timeline and specific requests ensures everyone is on the same page and reduces the chance of surprises.
The Event Agenda (Which Becomes Our Run-of-Show)
A detailed event agenda from you is the starting point for our internal technical "run-of-show." While your agenda might say "5:00 PM - Keynote," our AV document will list the specific lighting cues, microphone assignments, and presentation files for that moment. Knowing the exact time a video should play, when a panel discussion ends, and when walk-out music should start allows our team to build that detailed plan and be prepared, rather than reactive.
All Special Requests and 'Must-Haves'
Special requests are common, whether it’s a specific video to be played at a particular moment, a slideshow during a speech, or lighting changes for a performance. When you provide these details upfront, the AV team can prepare everything ahead of time and integrate these elements without disruption.
At Plato Media Co., we gather this information early, allowing us to build special requests into the main plan and deliver a polished, professional event.
3. Our Communication Process
At Plato Media Co., we know that open, ongoing communication is the foundation for a successful event. Our process is built to ensure we understand your event’s needs fully.
Discovery & Kick-Off: We start by discussing your vision, technical needs, special requests, and any specific preferences for speakers or performances.
Pre-Production Check-ins: Throughout the planning process, we stay in close contact to confirm timelines, speaker needs, and presentation assets (like slides or videos).
Final Handoff: Before the event, we review the final run-of-show with your team and our on-site technicians to ensure everyone is operating from the same plan.
This commitment to effective communication is why clients trust us to manage the technical details of their events.
Conclusion
Clear communication with your AV team is essential for a successful event. It turns a technical checklist into a shared plan.
By sharing your timeline, speaker needs, and special requests, you empower the AV team to coordinate each element of the event smoothly and professionally. At Plato Media Co., we prioritize open communication to ensure our clients’ events reflect their goals, leaving you free to focus on your attendees, not the technology.
Contact us today to discuss the plan for your next event.
