How do you transform an empty office space into a high-end event venue? Our client pulled out all of the stops for this event, creating a high-impact all-hands meeting for their team. VIP Audio Visual was instrumental in this transformation, providing all of the technical and staging pieces for the event. Our team devoted three days to our setup process at the client's Sunnyvale office prior to their three-day event, which featured five breakout rooms in addition to the large general session.

Event planners are well-acquainted with the dynamics of corporate roadshows. These high-stakes events, traveling from city to city, present unique challenges in maintaining a consistent experience across different venues. In particular, seamless Audio/Visual support is crucial but can often be difficult to achieve with varying local resources. Enter VIP Audio Visual Company's dedicated support for corporate roadshows.

As a meeting planner or event manager, running an event requires exceptional organization, impeccable timing, and the ability to multitask. However, there are only so many details one can oversee simultaneously without diluting their attention.

This is where an audio/visual producer can come alongside to handle specific details of what happens during the sessions, freeing the event planner for their other responsibilities.

We live in a fast-paced and interconnected world, and event organizers are continually seeking innovative ways to create more engaging and inclusive experiences. VIP Audio Visual Company has been at the forefront of this transformation, offering cutting-edge solutions to seamlessly integrate virtual audiences and presenters into live corporate events. By adding live streaming and audience engagement features, companies can open their events to a global audience that would otherwise be unable to attend.

Conferences are engaging, active events – especially when they include breakout sessions. While your general session is a great place to get the entire team in the same room, breakouts provide more intimate spaces for deep dives into a specific topic, and closer interaction between the presenter and their audience. It's important to keep your breakout sessions engaging, but that can be difficult to do so without the right audio/visual support.

The pandemic was forever changed the way we experience events. The years of endless online meetings have created meeting fatigue, while simultaneously changing audience expectations. Before the pandemic, it was expected that any major event would be held live. Now, audiences are more accepting of alternatives that leverage technology, as long as it's more engaging than a talking head on a webcam.

No matter what industry you're in, we all know that a big event is an important way to bring your team together. Whether it's a corporate meeting or a product launch, these events are often filled with presentations and information that your employees need to absorb. But if the audio/visual at your event isn't up to snuff, then you could lose your audience very quickly.

When you're planning an event, you're looking at the big picture. Things like catering, transportation, lodging, the quality of the hotel and meeting spaces, nearby attractions for your guests to enjoy, and hundreds of other details. These are all important aspects of the meeting planning process.

Not every meeting is going to be a large audience in a big ballroom, but smaller events need support too! Large or small, at VIP Audio Visual you receive the same personalized and attentive service from our technicians to ensure your event is successful.

Everyone is happy to be getting back to in person events, but the pandemic has taught us a lot about the usefulness and practicality of virtual events, and it looks like they aren't going away anytime soon.

Virtual events provide a lot of flexibility for your company, including reduced travel costs, and the ability for presenters and attendees alike to join from anywhere in the world. While you can't beat the impact and energy of a live event, there are certainly situations where the virtual event makes a lot of sense.

LED display technology is an amazing tool for many applications. LEDs emit their own light rather than reflecting light from a projector, so they're visible in bright environments like exhibit halls or outdoors in full sunlight. They can be viewed from almost any angle, and can be assembled as screens large enough to be suitable for huge crowds.

They also have some serious drawbacks.

As the world begins to settle into our "new normal", it's becoming obvious that events have changed for the foreseeable future, and perhaps forever. While nothing can replicate the energy and excitement that comes from in-person live events, people have also become accustomed to the convenience of presenting and attending events online.

Hybrid events combine the best of the live and virtual worlds.

Cameras have a lot of uses in the world of corporate events. Whether we are showing your presenters on the big screens, broadcasting a worldwide web stream, or simply recording for archival purposes, having the right cameras set up in the right places allows us to provide exactly what your event needs.

Manned Cameras

The camera setup that provides us the best image quality and usefulness is the manned studio camera. This is a high-end camera, with a large viewfinder and tripod-mounted zoom and focus controls. Having a skilled operator running this camera allows them to smoothly follow on-stage events: zooming, focusing, panning and tilting all at the same time to create the best possible viewing experience.

If you have spent any time at all reading our content, you know that VIP Audio Visual can create amazing experiences for your next corporate event. The events we handle range from super basic, to completely over the top. Our entire team is dedicated to providing the best possible experience for each customer, no matter the scope of their event or their budget.

Before we start doing our wiring diagrams and designing sets, we need to handle what for many clients is the most important part of this process: the quote. The crew and equipment we include in our estimate will be based on the information you provide to us, so it's important that we know as much as possible about your event before we start providing budgets.

We can “do” AV at a lot of different levels. At VIP Audio Visual, we work with every client to understand the scope of their event, and the level of the show that they want to produce.

When we provide a quote, we do our best to match the equipment we're providing to the client's needs as we understand them. Many times we get questions from a client wondering why we’ve chosen to include a certain piece of gear. On the surface it may appear that we can get by without that equipment, but our years of experience in the industry have helped us recognize the most common problems that are likely to arise, and the tools we need to avoid them – creating a flawless event for you and your guests.

If you’re an event planner, you’ve got a million things to look at when you do a site visit. In the audio/visual world, we’ve got some very specific things that we like to know before we walk into a venue. If we have the opportunity we always like to do our own site visit, but that’s often not possible.

With that in mind, here’s a meeting planner’s site visit checklist that is sure to keep your A/V crew happy.

A few years ago, live streaming was new and exciting. Now it’s basically expected. Whether it’s an internal event being broadcast to employees worldwide, or a public event targeted at customers or partners, live stream opportunities have become an essential part of the corporate communications world.

As beneficial as the technology is, your audience likely still has a few gripes. The experience of attending a live event is very different than sitting in front of a monitor at your desk, and most live streams are essentially letting the remote audience “peek in” on the live event.

It seems like it should be an easy thing, but in our experience the most-often bungled part of a presentation is the handoff from one presenter to the next. There have been countless scenarios where we’ve seen a speaker finish their talk and just walk offstage, leaving awkward dead air while everyone tries to figure out what to do next. Or, they’ll finish the presentation and look helplessly at the emcee for direction.

Avoid these scenarios by planning how you want to handle your transitions ahead of time. There are a lot of different ways to do this. No one option is better than another - the right answer just depends on how you want to run your event.

Whether it’s a Rembrandt masterpiece, an Ansel Adams landscape, or the venue for your next meeting, there’s no scene that isn’t made better with proper use of light.

Good lighting is the simplest and cheapest way to transform a room. Whether you’re working in a 5-star hotel, the production floor of a winery, or a warehouse, carefully planned and executed decorative and accent lighting can add color, depth and dimension – adding a touch of class to any event.

Rehearsals usually seem to fall into one of three categories. They’re either super-organized and regimented, or really casual and disorganized, or they don’t happen at all. Most presenters view them as a waste of time - an interruption in their day that doesn’t accomplish anything. If there’s no organization, that may be true. Here’s how to set up rehearsals to maximize value and minimize time.

Good sound and video are cornerstones of any effective presentation, but when you’re ready to take your event to the next level, it’s time for lighting.

Stage lighting is usually accomplished using ellipsoidal reflector spotlights, commonly referred to as Lekos. These lighting instruments can throw light from some distance away.

It’s fairly obvious: you can have the perfect venue, a perfectly planned event, and great speakers with amazing presentations, but if your guests can’t hear well then it’s all for naught. Having good audio is one of the most important elements of your meeting, and it doesn’t “just happen”. Setting up any venue for good sound requires careful planning, good equipment, and professional expertise.

If you’re a meeting or event planner, most of your interaction with the AV team will probably revolve around the graphics desk, where we handle your speakers’ presentations: PowerPoint, Keynote, Google Slides, Prezi, and more. At VIP AV, our experienced team can roll with the punches and make your event a success regardless of the challenges, but there are some things you can do which will make our - and your - life easier.