Are you planning an off-site ministry event and preparing to pack up your AV equipment? You're in luck! We’ve compiled a list of AV Tips and Tricks to help ensure your AV setup runs smoothly!

Whether you're organizing a conference, church retreat, or worship night, here are some key tips to help you prepare for an effective and efficient event AND avoid the dreaded "technical difficulty."

Tip #1: Conduct a Site Visit

A physical walkthrough can be helpful when planning your AV setup. If possible, schedule a walkthrough for your AV coordinator. During your visit:

• Identify Power Sources: Note where outlets are located and ensure they can handle your equipment's power needs.
• Assess Lighting Conditions: Natural light, overhead fixtures, and stage lighting can all affect screen visibility and recording quality.
• Check Acoustics: Test for echo, reverberation, or other audio challenges, especially in larger or open spaces.

If a physical walkthrough isn’t possible, ask about scheduling a video call with the on-site staff. Take notes, screenshots, and screen recordings to help visualize what you'll be working with.

Tip #2 Confirm Equipment Compatibility

Bringing your own gear? Confirm compatibility with the venue's systems to avoid issues. Key items include:

• Audio Inputs/Outputs: Ensure your microphones, mixers, and soundboards connect seamlessly with the venue's speakers.
• Video Ports: Determine if the venue's screens or projectors use HDMI, VGA, or other connections. And when in doubt--bring adapters!
• Internet Access: Verify Wi-Fi or wired internet capabilities for live streaming or online presentations. While on-site, do a speed check.

Tip #3 Create a Detailed Equipment Checklist

Create a comprehensive checklist of everything you will need, such as:

• Microphones (wired and wireless)
• Projectors and screens
• Laptops and charging cables
• HDMI, VGA, and audio adapters
• Extension cords and power strips
• Gaffer tape to secure cables
• Backup batteries and USB drives

Next, check with the venue to see what items they provide. Compare and contrast the lists to get an idea of what you actually need to bring.

At Lake Williamson, we offer a comprehensive list of plug-and-play AV equipment, but even then, sometimes, a group needs something special that we don't have. Going over this list during the pre-planning stage helps avoid possible hiccups upon arrival.

And lastly, don’t forget to label what you bring; it’s hard to remember whose black cord is whose! Label and list everything you bring to ensure you 1) don’t walk off with something that isn’t yours or 2) unintentionally donate your gear.

Tip #4 Plan for Setup and Testing Time

Schedule sufficient time to set up and test equipment. Avoid waiting until the last minute or assuming you can check the equipment at any time; other groups may be using the space.

Schedule a meeting time with the on-site team to test drive the equipment and work out any kinks. On-site testing gives you time to:

• Adjust audio levels to minimize feedback
• Verify screen resolution and video clarity
• Confirm wireless microphone signal strength and battery life

Meeting with the on-site team allows you to coordinate and troubleshoot with someone who knows the setup well. The event center team can be invaluable in troubleshooting and save you a lot of time figuring out where things are yourself. Before your event:

• Discuss AV needs with the venue's technician or support staff
• Identify emergency contacts for technical support
• Ask about house rules for equipment usage, especially if attaching items to walls or ceilings

Tip #5 Prepare for Common Challenges

Even with careful planning, issues can arise. Be ready to address:

• Audio Feedback: Adjust microphone placement and reduce volume if needed.
• Power Loss: Use surge protectors and identify backup power options.
• Signal Interference: Test wireless mics for interference and change channels if necessary. Read this info blog from LinkedIn on how to fix wireless microphone interference.

Backup gear can be a lifesaver when dealing with common tech problems. Consider packing:

• Extra microphones and cables
• Additional adapters for different device types
• A toolkit with screwdrivers, cable ties, and fasteners

Tip #6 Rehearse with Key Participants and Document Your Setup

If your event includes speakers, performers, or worship teams, schedule a complete run-through to:

• Confirm microphone placement and usage
• Test presentation slides, videos, and transitions
• Establish clear cues for AV operators

Take photos of cable connections, device settings, and layout during your rehearsal. Photos and notes can save time during troubleshooting.

An easy way to do this is to create a group chat with all the AV techs and staff. Document everything in the chat and use this pre-created group to communicate throughout the event.

A second group chat to have ready is between your AV tech/staff and group leaders/speakers. Having these group chats prepared makes it easy to communicate when stress levels get high.

Tip #7 Pray and Prepare Spiritually

Lastly, while technical preparation is important, spiritual readiness matters the most! Don't forget to pray with your team for focus, peace, and the ability to navigate challenges smoothly and respectfully.

By following these tips, you can ensure your AV set up will run seamlessly!

With thoughtful prep and an organized team, you can create a meaningful, distraction-free environment that allows guests to connect deeply with the message and purpose of your gathering instead of wondering, "Do they know that sound isn't on?"