• Top Tips for a Successful End of Year Event

Top Tips for a Successful End of Year Event

With the end of the year fast approaching, it’s time to get your party boots on and start celebrating. However, if you’re planning on running an end of year event then you’ll need to consider your audio-visual equipment and set up.

In order for things to run as smoothly as possible, Hybrid AV have compiled this handy guide, helping your event to be a success. 

Find out about your venue

Every venue is different, so it stands to reason that each one will look different and sound different even if the content you’re putting through the system is identical. 

Finding out the acoustics in the chosen venue is key for both selecting the right sound equipment and for getting the best out of it on the night, which may require a bit of trial and error. 

The same goes for visuals as the lighting difference between venues can ultimately determine the positioning of your video wall, which in turn will determine the model and size that you need.

Once you’ve found out all you can possibly learn about your chosen venue then getting the right AV gear should be a lot easier.

It’s all in the timing

Comedy without timing falls flat! The same goes for live events. If the timing is off then everything tends to fall out of sync and the overall impact is lessened.

Allow yourself plenty of time to set-up as this will help with sorting out those inevitable teething issues that always seem to crop up on the night. Having a contingency plan in case you encounter any problems that can’t be solved on the night is always advisable.

Communication is key

Your plan can be watertight, but if you don’t communicate that plan effectively it can still end up in disaster! 

Pre-planning is imperative so that all departments have a clear idea as to how events will unfold on the night. But aside from everyone already knowing their positions and roles before the doors open.

Communication on the night is key so that everyone can adapt to changes in the plan if needs be. This means that departments need to talk to each other and keep everyone updated on potential issues so that it doesn’t have a knock-on effect further down the line.

Hire a professional AV team

Hiring and operating AV equipment correctly can be a huge challenge, especially if you’ve not had a lot of experience with the technology involved yourself.

If you have any doubt then Hybrid AV have an expert team on hand to help you install and operate your AV hired equipment so you can get the most out of your event. Contact us today for more information.

Event Support

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Our team has years of experience installing a wide range of Audio Visual equipment

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LED Wall Hire

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  • Hybrid Av have been supplying audio visual equipment to Leicester Tigers for over 25 years. I have personally been involved for the last 17 years on the events side of the business and have always had a good working relationship with their team. In addition to the general conference business that Hybrid Av support, we hold two end of year award dinners, one for our sponsors and one for our supporters, where Hybrid Av manage the AV side of the night.
    This year we have an additional commercial dinner which again we will bring Hybrid Av on board.

    Head of Logistics, Leicester Tigers Rugby
  • Without exception, the feedback we have had is that it was the best event yet. We threw a number of extra challenges at you and the team this year which you responded to calmly and without issue.
    There were many, many things that could have gone wrong with an event that becomes more complex each year and the important thing is that we can have absolute confidence that should something happen, it will be dealt with and resolved quickly and without fuss and your team give us that confidence.

    Event Organiser, Tourism Awards
  • I just want to officially thank you so much for making the Remembrance event at the NMA the best ever. Your guys on the day were brilliant, please pass on our thanks and gratitude in helping to make the event very special.
    The event was a massive success and I have received many messages from people saying how much they enjoyed the service.
    What we did this year was very successful and we hope to repeat it again next year.

    Direct Marketing Manager, Registered Charity
  • Thank you so much for your help and support with the event last week. As you know it was a new client for us so we were keen to get it right!! The client was thrilled with all aspects of the service received, and your company really helped to elevate the image and professionalism of their event which is fantastic news!
    We are hopeful that we will be offered the opportunity to work with the client again next year so fingers crossed you will be part of all of that!

    Managing Director, Event Management Company
  • I cannot fault the fabulous customer service I receive from your organisation. I organise some very large events on a bi-monthly basis and one thing I do not have to worry about is AV and IT. The Technician (and I have to pay special thanks to ‘Jono’) is superb and we ask for him personally due to his knowledge and unflappable nature. I would also like to thank ‘Janine’ in the office – always extremely helpful.

    Business Administrator/PA, NHS
  • I just wanted to say a massive thank you to you and your team for the work and efforts you put in last week at the Belfry.
    As per usual you were fantastic and provided a fabulous set both for the conference and gala dinner.
    I also wanted to say a big thank you to your team for helping with setting out the breakout rooms as the Belfry split down the room!
    I look forward to working with you again in the future 
    Speak soon!

    Event Executive, Event Management Company
  • As a high end catering company providing entirely bespoke events for our clients, we continue to use Hybrid Av on a regular basis. Jon, Tara and the team are thoroughly organised and professional throughout the planning process and event delivery. They respond creatively to briefs, providing innovative solutions no matter what the budget. They are understanding of changing client requirements and are really hard working. Hybrid always go above and beyond, and we would highly recommend them for any corporate or private event.

    - Catering Company -