Top 6 must-have conference equipment

You have a strong message to send to your employees or you want to present a new project to your investors? The conference is the best way to communicate with a specific audience and get your message across.
However, organizing a conference is not an easy task: between defining the budget, finding a suitable venue for the number of participants, choosing the speakers or promoting your event on social networks, you might forget the technical part.
You wish to organize a corporate conference? Here are the Top 6 essential equipments for a successful event.

Audio-visual material

The video projector

The video projector is an indispensable audiovisual support for all types of conferences. It allows your audience to better assimilate the numerous information delivered. Whether it's a professional training session, an information session, or even a consultation session, visuals are essential to support what the speakers are saying.
It is therefore important to find out if the venue chosen for your conference is equipped with this type of equipment. If not, don't panic! You can rent it.
Seek advice from event specialists; while some projectors are great for a meeting room, they may not be appropriate for a conference in a larger space.

The projection screen

The video projector and the projection screen go together. If the room chosen for your conference does not have a projection screen, it is best to rent one, as with the video projector.
The screen should be large enough and chosen according to the number of guests. All participants should have access to the visuals presented, even those who are far from the screen. Your ideas shared in this way come alive in the minds of the participants, especially if your words are based on figures or statistics.
The use of these two pieces of equipment allows you to enhance your conference with slide shows or even video. Unlike a monologue, your presentation, then illustrated, becomes much more dynamic and attractive.

Audio equipment

Being seen is good. Being seen AND heard is better! In order to captivate the audience, without having to give your voice, sound equipment is added to the video equipment. They bring a certain comfort to the speakers who can express themselves normally in a microphone, as well as to the public who benefits from a pleasant sound diffused by loudspeakers.
To make your conference run smoothly, here are the main audio equipment:
   • a president microphone and several delegate microphones for the different speakers;
   • of the speakers ;
   • a sound amplifier (if the speakers are not "active").
By choosing a "non-wireless" equipment, using the Bluetooth connection, you greatly simplify the installation.
A word of advice? Test your setup at least one hour before your conference starts to avoid a chaotic start.

Electrical equipment and complementary installations

A good internet connection

You've spent hours working on your presentation, which is safely tucked away in your cloud, but on the day of... nothing works. The internet connection is insufficient or non-existent to share the fruits of your labor!
How can you avoid this scenario? By making sure beforehand that the internet connection will be available at your conference venue. You will have understood, this connection is IN-DIS-PEN-SA-BLE!
The place chosen for your event must guarantee a flawless internet access and provide both speakers and audience with a WIFI connection worthy of the name. The latter must be able to check certain elements on the spot, or to search for information necessary for an unexpected speech. However, if you can not change the location of your conference and it does not have sufficient internet connection, it is possible to rent 4 or 5G keys, Wi-Fi repeaters, relay antennas, etc..
This connection, in addition to allowing you to access your recorded work, offers immediate and constructive interaction, while giving you the opportunity to conduct a video conference.

A sufficient number of electrical outlets

The above-mentioned equipment requires many electrical connections. Make sure, before renting the premises you want, that it meets your needs.
The number of electrical outlets is important, but so is their arrangement. You may need several extension cords to connect all this equipment, not to mention computers and phone chargers.
If the place you have selected is not sufficiently equipped, we provide electrical cabinets or boxes for the electrical connections necessary for the installation of your equipment.

A refreshment area

Since your conference will last several hours, don't forget to take breaks! This is appreciated by the participants as well as the speakers who need to hydrate themselves between two speaking sessions. A water dispenser and a coffee machine are always in demand during these breaks: what could be better than water to quench your thirst and coffee to invigorate you?
You can also set up a buffet area with drinks and snacks to add a friendly touch to your seminar.

If you feel overwhelmed or prefer to delegate the heavy task of organizing a conference, the best thing to do is to call on a company that is an expert in event organization.
Please contact us to learn more about our services and solutions! Your dedicated consultant will work with you to ensure the success of your conference, regardless of the location. Let's build your event together.