New AV technology offers ways to make an impact within tight budgets
When Samantha Swaim, a fundraising and event consultant for Samantha
Swaim Fundraising, LLC, noticed her clients’ budgets tighten, she turned toward
audiovisual technology as a way to cut budgets and still make a huge impact.
“In partnership with a number of production and AV companies, I started to see
the impact that lighting could make to create a theme, set a mood or even control
the crowd,” she says. “We began to use LED light boxes as an inexpensive way to
up light the walls, highlight an area like bars or food tables, or even manage traffic
flows by lighting pathways. With LED lights we have been able to create big
impact with little money.”
Knowledge of audiovisual technology has become more critical in this age of
computers, electronic equipment and social networking. With event attendance
and budgets at all-time lows, event planners like Swaim are looking to the latest
in audiovisual technology to fill the gaps.
According to Joe Shambro, audio engineer and music technology writer for
About.com, the biggest benefit for an event planner who stays abreast of audiovisual
technology are two things that are in short supply these days: time and money.
“Digital technologies are offering more bang for the buck than ever before, and
they’re coming in smaller, cheaper packages,” he says. “If you’re going into the
game with a set budget for audiovisual technology, you’ll be amazed at what you
can buy, even on a modest budget.”
A/V challenged? Here’s what’s new in audiovisual technology for 2010.article continue icons article end icons
Robo.to Maker
Launched in November, Robo.to Maker is a new desktop
application that allows event attendees to quickly post 4-second
Robo.to video updates to their Robo.to profile as well as to their
linked Robo.to Twitter feed and Facebook accounts.
“Robo.to Maker shows the outside world what’s going on inside
the event in real time and is a new way to increase the brand value
of an event,” says Ericson deJesus, founder and chief product
officer. “It’s also a great, fun way to get attendees involved in the
event and provides a record for event participants to revisit once
the party’s over.”
Faith-Ann Young, vice president of content at Particle Inc.,
recently used Robo.to Maker for a Particle TV Mode Launch
party and loved it. “Guests used Robo.to Maker to craft short
4-second videos, which we then streamed on projectors around
the venue,” she says. “It’s a similar concept to having a photo
booth at a party—except more high-tech and interactive.”
Robo.to Maker is easy to set up and use. Simply install the Maker
application on a computer (with a webcam and internet access) and
set up the computer in a comfortable spot for people to make mini-
videos. Young says she put small Robo.to booths by the entrance,
with an assortment of wacky props for attendees to use.
According to deJesus, Robo.to Maker can be used at any event,
from small private parties to major conventions. However, most
webcams require a certain amount of light for people to show up
well in the video so planners need to make sure they set up a kiosk
where there is adequate light.
“It’s an excellent way to enhance the brand and social media value
of your events,” deJesus says. “The photo booth function of Maker
is a great entertainment tool to have at any event. I would say
narcissism and the desire to show off one’s creative side are
pretty universal.”
Digital lighting
Megan McKenna, vice-president of new business development for
Total Media group says digital lighting has gone from a nice-to-
have to a must-have for events. “Standard lighting offers you only
as much as your lighting and gels will allow—combining primary
colors as an artist would with paint to get the hue they desire,” she
says. “The result is that we can’t always match a color 100 percent
and we’re limited by space, quantity and budget. With digital
lighting, we can actually color-match much closer so our corporate
colors can be tweaked almost to perfection.”
Digital lighting has also allowed professionals to expand the
lighting possibilities in many ways. McKenna says digital lighting
has helped them to incorporate custom images—stills, 3D, even
moving images, adding more variety and motion, which helps
liven up the environment.
“With digital lighting, the instrument itself allows us to expand
our lighting,” she says. “We can seamlessly switch from lighting
to projection within the instrument and back again. Just like our
video processors, it allows for more content and flexibility.”
Shambro says that transitioning to all-digital environments is
necessary for several reasons: “Digital lighting allows much better
automation, key if you’re using a non-technical workforce. It’s also
easier to install, and easier to maintain in case of problems.”
Projector123
Projector123, a premier online source for 2000- and 3000-lumen
projector rentals starting at $99 per day, provides event planners
and business travelers with a “Netflix-style” service for the latest
technology in projectors.
“Projectors are expensive, difficult to travel with and sometimes
outdated when you rent from hotels or venues,” says Garrett
Harmola, business development associate for Projector123.
“Projector123 offers the latest in projector technology. With this,
planners save money on technology and can devote more time to
other areas of their conventions, meetings or parties.”
All you need is a laptop computer, television, DVD player or any
other electronic input device. Projector 123 provides the cables
needed to connect the projector to a media device. Once you’ve
connected Projector 123 to your laptop or DVD player, you’re
ready to go. Projector 123 rentals come with an instructional
insert and offer 24/7 technical support.
Using Fed-Ex shipping services, Projector123 delivers LCD
Projectors anywhere in the United States within a 24-hour time
frame. All projectors are tested and inspected before shipping out
in protective electronic boxes with combination locks built in.
For multiple orders, Projector123 also provides a back-up projector
in case a projector bulb burns out or if there are issues that their
technical support team cannot fix immediately.
“I was sort of in a pinch to get a projector for a very important
event I was hosting,” says Annie Whalen, a campus events
manager. “I looked around online and the prices for projectors
were astronomical, not to mention I’d have to drive all over town
to get it. Delivery was fast and just as promised. The instructions
to use the projector were idiot-proof.”
Projector123 does not provide screens, but is in the process of
developing a screen solution for renters.
PPT2DVD
PPT2DVD helps event professionals convert, carry and control
large PowerPoint presentations, using a DVD player and
television instead of a computer and projector. PPT2DVD
offers a simple way to burn PPT files to DVD, with options
for a true presentation experience using a DVD player.
“By burning PowerPoint onto a DVD disc, users can view
PowerPoint presentations without the need of a MS PowerPoint-
installed computer,” says Sabrina Fu, sales manager of Business
Presentation Division. “PPT2DVD helps users crack the obstacle
of transporting, playing and sharing PowerPoint files.”
No complex computing skills are required to use PPT2DVD;
after a few clicks, the conversion process is finished automatically.
According to Fu, PPT2DVD enables users to burn PowerPoint
to a DVD movie or to convert PowerPoint to video files while
maintaining excellent quality.
Fu says PPT2DVD may slow your computer while in use, but
overall, the program is a benefit. “With PPT2DVD, you can share
and view your PowerPoint files in more popular ways,” she says.
“PPT2DVD is not only a presentation tool, but also a tool help
you enjoy your life better and boom your business.”
For event planners interested in incorporating new audiovisual
technology, McKenna advises planners to research, inquire and
test, test, test. “Make sure you know your equipment and how
to use it, before taking it out on a show,” she says.
Overall, Shambro recommends that event planners not be afraid
of new audiovisual technology, but rather embrace the potential
positive aspects to their business.
“A lot of people view digital technology as more difficult to learn
than analog equipment,” he says. “That’s simply untrue. Most
digital A/V equipment uses the same principles as their analog
counterparts. “You’ll find that digital technology, especially the
ability to store and recall settings, helps you concentrate more on
making a great audio mix, higher quality video reproduction,
and a great overall experience for your clients.”
Swaim suggests talking to experts and finding someone you trust
who is staying on top of new technology: “Find a company that
upgrades and updates its inventory often so you have the latest
and greatest available and accessible to you. With some creative
technology there are lots of great opportunities to add that
wow factor.”
Terah Shelton is a freelance writer who frequently writes
about events and event professionals.
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