Don't Skimp on Sound and Lighting at Your Next Event:
The Importance of Audio/Visual Effects
01/30/08
Jennifer Cherock, VP, Planning Services

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It's true what they say - you get what you pay for - especially when it comes to special events. Thorough consideration must be taken when determining where to cut costs in an event budget. While it makes sense to trim the budget in some areas, there may be areas that you would like to allocate more money - one being the audio visual section.

When designed and executed properly, the lighting and sound features of your event can help create a unique and memorable experience for your guests. With all of the technology and design components that are available in this day and age, why not take advantage of these items by using them to support and complement your next big occasion?

Appropriate sound can make or break your event. Whether you're putting on a meeting or conference where you're mainly dealing with presentation-style sound equipment - or if you're hosting a more elaborate event with complex sound entertainment needs - ordering the proper equipment and having a technician to handle it is key.

Always keep in mind that your sound should carry to the back of the room or throughout the space you're utilizing. It should be clear and have enough volume to drown out background noises, but not so loud that it overwhelms the audience. If your sound is distorted in any way - choppy, full of static or feedback, reverberates from the walls, etc. - it can become very tiring and aggravating to guests causing them to lose interest in the material being presented or in entertainment being displayed. It's definitely worth spending a bit more on this piece of your event, and in many cases, to have a full-time operator and/or a control mixing desk if you're designing a fairly complex program.

Like the audio component, lighting can be an integral part of your program as well. Effective lighting can set a mood, shape artistic design concepts, and create the perfect atmosphere for your event. Lighting can be just as important to the overall design of your event as the tangible decorations you use to create the desired theme or atmosphere.

Up-lighting helps to define a space and can be used on a large or small scale. Use it for a specific table, exhibit or section of your room to highlight and complement a section, item or space. Consider colored lighting as a wash over a dance floor, stage or exhibit area. Both of these things can be used to warm up and bring life to an otherwise plain or boring room. You may also want to think about bringing attention to your company logo or a special design by using Gobo effects. Gobos are constructed by placing a thin plate with images cut in it between the lamp and the lens of a lighting instrument (spotlight, etc.). It creates patterns of projected light and can be a fun way to highlight your brand or a cool design. Or perhaps you want to use spotlighting to draw attention to an individual or group, a table, or to a particular space? Spotlighting is obviously a great way to highlight someone/thing but be careful not to over do it. Harsh lighting can take away from the visual appeal you're looking for when not executed properly. Speakers like nothing less than to feel blinded or overheated by a blaring spotlight.

Sound and lighting can certainly be costly but it is one of the areas that most planners will tell you not to skimp. There are plenty of other areas where you can be frugal, so if you have some extra dollars to spare, allocate them to audio visual whenever possible. Keep in mind that most professional planners work closely with audio visual companies to come up with creative, yet cost effective ways to ensure that these components are incorporated properly and at the best pricing possible.