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4 Things To Consider When Choosing Audio Visual Equipment for Your Event in Calgary


Are you planning an event in Calgary and need to set up audio visual equipment? Whether it's a conference, business meeting, or social gathering, having the right audio visual setup is crucial in creating a successful and engaging atmosphere.

In this comprehensive guide, we will walk you through the process of choosing and using audio visual equipment in Calgary. From understanding your needs to selecting the right equipment and ensuring its seamless operation, we've got you covered.

1. Assessing Your Needs

Before diving into the world of audio visual equipment, it's essential to assess your specific needs. Consider the type of event you are hosting, the size of the venue, and the number of attendees.

Are you planning a corporate conference with multiple speakers and presentations, or a small-scale gathering with a focus on interactive activities? By understanding your requirements, you can make informed decisions about the equipment you'll need.

Important sub-points to consider include:

  • The type of audio visual equipment required: microphones, speakers, projectors, screens, etc.

  • The size and layout of the venue: indoor, outdoor, auditorium, meeting room, banquet hall, etc.

  • The audience size: small, medium, large, or a combination of different spaces.

Keep in mind that external factors such as ambient noise and lighting conditions can impact your equipment choices.

Understanding your needs thoroughly will help you move forward confidently when selecting the right audio visual equipment.

2. Choosing the Right Equipment

Now that you have a clear understanding of your needs, it's time to select the audio visual equipment that fits your requirements and budget.

Calgary offers a range of options, including rental companies, AV consultants, and equipment suppliers. To make an informed decision, consider the following factors:

  • Quality and reliability: Ensure that the equipment you choose is reliable and offers high-quality audio and video output.

  • Compatibility: Check if the equipment is compatible with various media formats (HDMI, VGA, etc.) and if it supports any specific software requirements.

  • Extras and accessories: Consider additional equipment like laptops, wireless clickers, and cabling that may enhance your overall AV setup.

  • Rental vs. purchase: Evaluate whether it's more cost-effective to rent or buy the equipment for your specific event.

  • Technical support and setup assistance: Look for suppliers that offer technical support and assistance with the setup and operation of the equipment.

Choosing the right audio visual equipment is crucial to the success of your event. Prioritize quality, compatibility, and access to technical support - Event Planning Expert

3. Testing and Setup

Once you've acquired the audio visual equipment, it's essential to test and set it up before the event.

Testing will help you identify any technical issues and ensure that everything works seamlessly on the day of your event. Here's a step-by-step guide to testing and setting up your audio visual equipment:

Step-by-step guide to testing and setup:

  1. Unbox all the equipment and check for any damages.

  2. Connect the equipment using the appropriate cables.

  3. Confirm compatibility between devices and conduct trial runs with different media formats.

  4. Adjust audio levels, test microphone sound quality, and ensure speakers are properly positioned.

  5. Set up projectors and screens, adjusting for optimal visibility and clarity.

  6. Test lighting conditions to ensure it complements the audio visual setup.

  7. Conduct sound checks in the venue to account for any acoustic peculiarities.

Testing and setting up your audio visual equipment well in advance will allow you to tackle any technical issues proactively and give you peace of mind on the day of the event.

4. Onsite Considerations

On the day of your event, there are important onsite considerations to keep in mind. These will help ensure a smooth operation and prevent any last-minute surprises:

Important onsite considerations:

  • Backup equipment: Have backup equipment available in case of technical failures or malfunctions during the event.

  • Technical staff: Assign knowledgeable staff to oversee the audio visual setup and troubleshoot any issues that may arise.

  • Power sources: Ensure you have enough power sources to support all the equipment and consider surge protection measures.

  • Audience visibility: Take into account the seating arrangement and visibility of screens and presentations for all attendees.

By addressing these onsite considerations, you can minimize disruptions and ensure a seamless audio visual experience for your audience.


Choosing and using audio visual equipment in Calgary doesn't have to be a daunting task. By accurately assessing your needs, selecting the right equipment, testing it thoroughly, and considering onsite factors, you can create an engaging and successful event. Remember to seek professional advice and support when necessary to optimize your audio visual setup. With careful planning and attention to detail, you'll be well on your way to delivering an unforgettable experience for your audience.


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