Six Ways to Create More Sustainable Events

In an era of growing environmental consciousness, finding ways to prioritize sustainability in your event planning process is essential. It may also be something your event attendees and sponsors ask about and expect you to address and have a plan for. Here are some practical tips and strategies to ensure you take the appropriate measures to make your next event as sustainable as possible. 

Energy-Efficient AV Equipment 

Talk with your AV provider about using devices with high energy efficiency ratings, such as ENERGY STAR-certified products. Using LED products, for instance, consume less power and last longer. Opting for projectors with lower energy consumption can also make a significant difference. Additionally, reduce waste by using rechargeable batteries for wireless microphones and other devices.

Optimize Equipment Usage

Efficiently managing the usage of your equipment is crucial for reducing energy consumption and waste. Start by ensuring that equipment is turned off when not in use, including screens, cameras, and sound systems. Implement power management settings to automatically put devices into standby mode when inactive for a certain period. It’s also essential to schedule rehearsals and run-throughs to minimize equipment setup time and avoid unnecessary usage.

Enhance Digital Content Delivery

Embrace digital content delivery methods to eliminate the need for printed materials. Instead of distributing handouts and agendas, provide attendees with digital copies via email or event apps. Utilize digital signage and screens to display event schedules, announcements, and sponsor information. Not only does this minimize paper waste, but it also allows for real-time updates and flexibility. Many events are also taking advantage of the growing adoption of QR codes and displaying them digitally to share event information. 

Proper Waste Management

Speak with your event venue about effective waste management practices. Set up clearly labeled recycling bins for attendees to dispose of their waste correctly. Provide separate bins for paper, plastic, and other recyclable materials. Speak with your AV company to ensure equipment or packaging waste is also adequately recycled or disposed of. 

Shop Local for Decor

Find a local decor provider to rent decor rather than use single-use items that will just be thrown away. For any perishable decor items, like flowers, connect with local nonprofits or other organizations where the flowers could be donated to be enjoyed further after your event.

Sustainable Food Waste

Food waste is one of the most significant contributors to global warming. Connect with your caterer to ensure appropriate portions are provided and any leftover food is composted or disposed of sustainably. Discuss plans to have any excess food rescued by a local food recovery organization in your region, ensuring the food is not wasted and that those in need within your community are provided for. You can also ask your caterer about sustainable packaging, tableware, and cutlery options to use at the event.

 

Interested in learning more? Contact us today!

The Transformative Power of LED Displays for Events

Innovation is vital in creating an event experience that will stand out from the crowd. Using vibrant, high-resolution LED displays is a pivotal way to transform the experience into one that will captivate your audience, supply endless creative possibilities, and deliver many benefits for sponsors and attendees. From creating better visual access to encouraging social media engagement, LED displays transform your event into one your attendees will always remember.

Visual Impact and Flexibility of LED Displays

LED displays are renowned for their extraordinary visual impact, enabling organizers to deliver stunning visuals regardless of lighting or other challenging conditions. They boast superior brightness, contrast, and color accuracy, ensuring that every detail is vividly displayed and will hold attendees’ attention. The displays can adapt to any environment, making them ideal for indoor and outdoor events without compromising the quality of the visuals.

LED displays are also incredibly versatile, allowing event planners to experiment with different sizes, shapes, and configurations. From small, interactive displays to massive LED walls that span entire stages, the flexibility of LED displays opens up a world of possibilities. Event organizers can seamlessly integrate visual content, including videos, animations, live feeds, and branding elements, captivating their attendees and immersing them in a visually stimulating environment.

Enhanced Audience Engagement

The primary goal of any event is to create memorable and immersive experiences for the audience. LED displays enable real-time interactions and engagement by incorporating dynamic content and interactive elements.

For example, the displays can show audience polling during the event, gauging how the attendees feel about various topics. This enhances audience engagement and provides valuable insights for organizers for future events. Organizers can also display real-time feeds and hashtags for social media, encouraging attendees to share their experiences and become part of the event’s online conversation.

Event Branding and Sponsorship Opportunities

LED displays offer excellent event branding and sponsorship opportunities, providing event organizers a platform to showcase their brand or promote sponsors effectively. By displaying logos, advertisements, and promotional videos on the displays, organizers can increase brand visibility and create a seamless integration between the event and its sponsors. Content for the displays can be customized to match the event branding, enhancing the overall theme and event ambiance while creating a cohesive event experience for your attendees.

Information Dissemination and Heightened Visuals 

Efficient dissemination of information is crucial for any event, and LED displays excel in delivering this. Whether it’s conveying schedules, agendas, speaker profiles, or directions, LED displays provide an appealing and engaging way to communicate vital information to event attendees through strategic placement in high-trafficked areas. 

The clear, crisp visuals the displays provide will only enhance the event, not detract from the overall experience or distract event attendees. The displays can also transform less traditional event spaces, like warehouses or outdoor areas, into more impactful ones.

Sustainability and Ease of Use 

Using LED displays is an ideal way for your event to enhance your sustainability efforts and reduce your carbon footprint. LED displays consume less energy compared to more traditional display technology. They also require less maintenance and are easier to transport and set up, making them ideal for events with quick load-in and setup times.

Interested in learning more? Contact us today!

Corporate Event Case Study: Featuring Aspect Communications

Partnering with London-based Aspect Communications, AV Chicago helped add visual flair to a multi-week corporate team-building event at the Hotel Intercontinental Chicago Magnificent Mile in February. While corporate events can sometimes feel routine for our experienced team, there are always ways to elevate the experience through audio visual technology integration to help the
event stand out. After discussing the client’s needs and goals for the event, we were excited to offer industry-leading visual technology to help increase engagement amongst attendees participating in their sessions over a two-week time period.

Leading into the event, AV Chicago constructed a 30-foot-wide truss goalpost with the objective of rigging a custom scrim from Northwest Drapery. During the event, the custom scrim would be lit from behind, allowing our technicians to use various lighting techniques to add to the stage ambiance and presentation. In addition, two floating AV Stumpfl Fullwhite borderless screens were hung directly in front of the scrim, allowing the two to work in tandem for a more significant visual impact. Since the event featured no live video, the borderless screens showcased slides and other graphics, and our team worked closely with the client to schedule content and manage the run of show. These assets provided a heightened look at what may have otherwise been a typical corporate event.

Apart from the screens, we used Christie 14k projectors to provide impeccable color matching and brightness, allowing images to pop on the screen for a professional and polished look. At the same time, Mac Axiom and Aura moving lights were used to enhance the overall lighting plan and scheme. The multi-output Analog Way Ascender switcher was relied upon for seamless switching and video processing throughout the event.

To be better prepared during load-in, our team conducted rigging tests in our shop to plan the screens’ rigging process. During load-in, eight technicians were responsible for constructing the truss goalpost and rigging the scrim and displays, along with various other décor elements for the event, including an uplight baffle, stage carpeting, and stage fascia. After a rehearsal with the client on Monday, where our team focused on adapting to content updates and changes while tweaking various technical elements, the sessions began on Tuesday and ran through Thursday. For the second week, we went through the same process of a Monday rehearsal before the sessions took place Tuesday through Thursday. After our eight technicians completed load-in, the team was condensed to three technicians, each managing the video, audio, and lighting systems during the sessions. What a fun and successful event!

Interested in learning more? Contact us today!

Case Study: Aspect Communications

Case Study: Aspect Communications

Case Study: Aspect Communications

Case Study: Aspect Communications

Case Study: Aspect Communications

We’re Proud AV Event Production Network Members 

During the pandemic, our leadership team sought ways to connect with other industry leaders to adapt to the growing obstacles and challenges impacting our day-to-day operations. Community is vital, especially during times of uncertainty, and one thing stood out as we cracked open our Rolodex to connect with other industry experts. They were all Event Production Network (EPN) members. 

EPN is a collective of North American meeting planners and event professionals who use innovative AV solutions to present unique event experiences. The network of partners produces more than 30,000 experiences annually in the form of in-person, virtual, and hybrid events for corporate, nonprofit, trade, and government clients.

With the recommendation and encouragement of a current partner in the Chicago region willing to share ownership of the Chicago market (each market usually has one representative), we officially were welcomed as members in April 2022. To be accepted as a member, your business must be reviewed to ensure you meet a standard of excellence that matches other members. EPN sent board members and other EPN representatives to tour our facilities, review our business practices, and meet with our staff. As soon as our membership was official, we quickly became heavily involved and watched as our membership benefited our clients, staff, and production capabilities.

Events Industry Education and Knowledge Sharing 

Being part of a collective, we can do more for our industry and elevate the standard of our events and others within the network. Continued education is critical to further developing our team and solidifying our place as a respected industry leader. All of our staff can take advantage of the workshops or sessions made available by EPN to grow their skill sets and better understand the changes in our industry. They also allow members from a particular department to connect and learn from one another, learning things that directly tie to their everyday work. The Summer Symposium provides extensive, in-depth training over multiple days, and AV Chicago plans to bring their entire leadership to benefit from it in 2023.

Network Support 

Partnership is a crucial component of EPN membership. As members, we can rely on partners in other regions to help us when we work in another market, providing gear or crew members to work with our project managers and audio/video staff. This reduces the need to ship equipment around the country, which can be costly or allow the gear to be unavailable for long periods.

The opportunity to work with member companies allows us to efficiently service our clients nationally, especially those with a presence in multiple cities. This also allows us to service our clients more affordably since we can reduce or eliminate the travel and shipment costs of bringing our entire team out. We trust that if they are an EPN member, they operate at a similar level to us and have the technology to match our operating standards of excellence. AV Chicago excels at providing a consistent show for our partners, and these partnerships allow us to do that, no matter the location.

Trust 

Trust is one of the strongest pillars of the EPN network. When AV Chicago staff connect with fellow members, we can have high-level, candid conversations about our industry and business practices, trusting we are working together and not thinking of each other as competitors. Members of the leadership team have visited member companies to tour their facilities, learn from their practices, and discuss future partnerships. There are no passive members within the organization, and we can always rely on each other no matter what, pandemic, or whatever may come our way in the future.

Interested in learning more? Contact us today!

FanDuel

FanDuel recently brought its World Fantasy Baseball Championship to Chicago in September, allowing AV Chicago the opportunity to elevate the outdoor viewing and betting experience for fantasy finalists from all across the country. With finalists competing for a share of $2,000,000 in prize money, it was essential to build a structure that enabled outdoor viewing of multiple baseball games simultaneously, providing a weekend filled with good food, baseball, and of course, fantasy competition.

AV Chicago began working on concept renderings in April for what was to become an immersive LED cube built upon an existing shipping container-style pergola outside Recess, a Chicago-based restaurant and bar that served as host for the event. The cube consisted of three sides filled with Theatrixx NOMAD 2.6 LED paneling and 12 strategically placed speakers based on each side’s unique configurations. It was specifically designed to show multiple baseball games simultaneously on each side so the finalists could focus on the specific games they were betting on. DirectTV helped provide access to every game, ensuring no one was missing out on any of the action.

Our 13-person team did everything onsite, including managing content, building the truss for the cube, and overall set-up. The team conducted a dry run the day before the event, allowing them to load all of the audio and video equipment on that day. The LED panels and build-out of the cube were left for Friday, allowing the team to dedicate the time and precision needed to build out a unique install like this.

It was a tight turnaround on Friday, and the team had to address some last-minute requests and changes, including adjusting a side of the cube after it had already been built due to content changes. Needing to change which side the LED screens were mounted on, our team quickly pivoted the design and was ready for the Friday festivities with 15 minutes to spare. The day ended up being a 19-hour day for some of our crew members, with a few games pushing into extra innings and lasting till 1 am. The design worked just as expected, and attendees were thrilled to be able to consume all of the baseball action in one compact location.

After a successful event on Friday, the festivities were dark on Saturday. Sunday brought another complicating factor; the weather. Pouring rain pushed the event inside, and our team had to do an emergency shop run to obtain a projector and screen to complement the TV already inside the venue. Everything made it in time so attendees could enjoy NFL kickoff and other sporting events that day, while the outdoor equipment had to endure the elements outside in the rain. Luckily, the technology is meant to withstand such a beating, allowing it to be ready to return to the field for other upcoming events after a short visit and clean-up at our shop.

Interested in learning more? Contact us today!

Reflections and Looking  Ahead to 2023 with AV Chicago 

During this time of reflection and planning, we thought it would be the perfect time for our staff to share what they learned over the past year and what they are looking forward to in 2023. 

What have been your biggest takeaways or lessons from 2022?

Surround yourself with people that are smarter than you, lift you up, and push you to be better. Set goals. They might be big and scary but set them. We had a significant organizational plan and adjusted it down, and we hit our original plan. Believe in yourself and your team. And don’t forget to try new things and not be afraid to fail forward. – Amanda Eberle Boyer, General Manager 

There is still a massive labor shortage in the [events] industry, and thinking outside the box is the best way to find prospective clients and new hires. – Mel Baglio, Director of Operations 

Providing flexibility in the workplace is essential and gives team members a sense of worth and belonging. I say this because the last handful of new team members was very surprised at just how flexible AV Chicago was. There was no begging, making compromises or anything that seemed like the norm for other companies. This goes for taking PTO as well – one of the biggest questions I received when hiring and recruiting was, is PTO offered and can it be used? With all that in mind, taking a self-care day is essential. After what seemed like a very exhausting year, it’s ok to let go and take care of yourself. You can’t be the best version of yourself to your team or to anyone if you are not taking care of yourself. – Anne Celino, Director of Business Services 

My biggest takeaway is that we’ve seen a rather steep fall off of strictly virtual events and a massive increase in in-person events. However, the interest in incorporating hybrid elements remains very high. Many companies are encouraging in-person meetings, which is what people genuinely prefer. However, engaging virtual attendees for those who cannot travel remains a priority for companies and organizations. – Ketih Daggett, Account Manager 

What are you looking forward to or excited about in 2023? 

As the fear of a recession looms, I think production and live events companies are taking a conservative approach to 2023. While most event companies have gained market share since the pandemic, finding labor resources have been the real challenge. I’m looking forward to the pool of labor gaining strength as pay increases for an industry that has been historically underpaid for how technical and high-pressure it is. – Ketih Daggett, Account Manager

Our team! We continue to grow, and with that, we get even better. New perspectives and experiences bring new ideas and I can’t wait to see what we do. I’m also looking forward to all of the latest technology, gear, and fleet of vehicles that we will be using in 2023. We are investing in the right places to keep moving forward and supporting our clients. – Amanda Eberle Boyer, General Manager

We have a fully staffed leadership team for the first time! Excited to see all of the leadership work together to take AV Chicago to the next level and grow our team. I’m also looking forward to visiting new places in 2023. We just were in Boston and New Orleans, all within a 2-week space this past month, and I can’t wait to see where our work takes us next! – Anne Celino, Director of Business Services 

I am looking forward to everything in 2023! Sounds broad, but I am excited about everything that is coming. I am looking forward to new ventures, goals, and opportunities. – Mel Baglio, Director of Operations

Interested in learning more? Contact us today!

Live Streaming to Achieve Your Fundraising Goals

Even though in-person events are going strong again, that doesn’t mean your organization shouldn’t look at virtual, or hybrid events, offerings and events as an additional opportunity to raise funds. These offerings could be done in conjunction with a live event or on their own, allowing you to engage with supporters that may not live close enough to participate in your in-person offerings. With the power of live streaming, professional cameras, and video recording, these additional offerings may be just what you need to meet or exceed your yearly fundraising goals. Here are a few ideas of virtual events or offerings that can easily be live-streamed or recorded for supporters to experience on demand.

Cooking or Mixology Class 

Team up with your favorite local chef or mixologist to provide supporters an inside look at the creation of their beloved dishes and cocktails. The event could be live-streamed and recorded, increasing the number of people who could access and enjoy the content for a set fee or donation. This could also expand your awareness to their patrons and supporters who may not be familiar with your organization’s work.

Fitness Classes 

The pandemic forced many to bring their workouts home, with some choosing to invest in home gyms or costly equipment. Encourage your supporters to get those daily workouts in by partnering with a well-known fitness instructor. Whether a weekly offering or a one-time event, supporters can purchase tickets or be provided access to the programs on demand.

Stream Tours and Experiences 

Who doesn’t love a sneak peek or behind-the-scenes access to something they rarely get to experience? Whether taking your supporters backstage of your latest production or giving them tours of your museum or upcoming exhibition, virtual tours or offerings give supporters worldwide the opportunity to experience your venue or upcoming programming. These could also be offered in person for those local or who desire an up close and personal look.

Concerts

Allow your supporters to experience their favorite bands or artists from the comfort of their own homes. This is a great perk for your biggest supporters or members and could be an incentive to encourage donations. The artist you partner with could encourage those listening to donate during the event, and push notifications in your live streaming platform could make the donation link or QR code to donate readily accessible during the event.

Fashion Show 

Live stream from the catwalk with an exclusive fashion show in support of your organization, showing off the latest trends and fashions. Teaming up with local stores or designers, well-known residents or celebrities could participate as models in the show, and could even manage a peer-to-peer fundraising campaign to raise funds in support of their participation. 

You could even have a competition amongst the models and see who can raise the most funds! 

Trivia

Dedicated trivia lovers can form teams and compete in a virtual trivia night, with proceeds and winnings going to support your organization’s work and mission. Members of your organization could put together questions and moderate the virtual competition. You could even theme the questions to connect to your organization’s work and mission. 

Interested in learning more? Contact us today!