Audiovisual Tips & Trends for Success

 

By Beth Buehler

 

Spending smart and deciding where to save with audiovisual (AV) is at the forefront of meeting and event planning. It’s hard to stay on top of rapidly evolving technology, manage a budget and remain in tune with attendee expectations. To help, Destination Colorado Meetings came up with several audiovisual tips and trends for success with the help of two member businesses.

 

“The reason organizations have meetings and events is to get messages out to their audiences, whether a new product or service rollout, awards event, organizational status updates, etc., AV is one of the most important components of getting that message to the audience, yet one of the most cost sensitive and frequently lowered budgets by planners,” says Karen Vieth, senior account executive for INSPIRE’s Denver office. INSPIRE is a global organization that produces more than 2,500 events a year in the United States, Mexico and the Dominican Republic.

 

Denver-based Elite Entertainment assists groups with lighting, draping and entertainment needs and provides supplemental AV services. Elite’s staff engage in a detailed conversation with a client to understand their event’s goals, theme and must-haves. “From there, we map out a comprehensive plan that balances their vision with the budget. Transparency is key; we highlight where to prioritize spending for maximum impact and where savings can be made without compromising the attendee experience,” says Sales Manager Yan Volodarsky.

 

Destination Colorado Meetings also connected with Hileigh Armenta, who serves as INSPIRE’s director of sales for hospitality in Colorado. See what this trio has to say about tips and trends for audiovisual success.

Budget considerations

 

“The demographic of the organization plays a dynamic role in their overall program spend and budget,” says Armenta, who works with groups meeting at hotels. “Our nonprofit and SMERF sectors prefer to stay within the same budget year over year. However, in our technology, finance and healthcare sectors, more and more organizations are looking to use technology and production to engage attendees.”

 

However, on the show and event side of the business, some groups are cutting their budgets by 10-20% in 2025, Vieth notes. To help save money, she recommends asking speakers who are leading smaller breakout meetings to not rely on PowerPoint presentations that require a screen, LCD projector and laptop. Instead, have them “engage audiences with more authentic presentations and dynamic audience participation,” she says.

 

From the start, among the audiovisual tips that Veith suggests is that planners consider what event technology they wish they could have at their meeting or event. By asking open-ended discovery questions and actively listening, she strives to find common ground, build rapport and establish trust when mapping out a group’s needs and budget.

 

Elite Entertainment is finding that groups are spending more on AV in 2025 compared to last year. “This is driven by an increased demand for hybrid event capabilities, cutting-edge visuals and better sound quality. Planners also are prioritizing immersive experiences to engage attendees, which requires more sophisticated equipment and expertise,” Volodarsky says.

 

The reality is that the cost of AV also is rising due to inflation and supply chain challenge, he shares. “Additionally, the labor required to operate and support high-quality AV setups also has become more specialized, contributing to the increased cost.”

Helpful tips

When considering AV needs, planners and groups ideally enter the discussion with a vision.

 

“How would you like your program to feel? If you want a more intimate meeting, LED video walls and lasers may not be the answer. Instead, you may need a few monitors for content with a small stage set for a fireside chat,” Armenta suggests. “However, for the planner that wants to create a feeling of immersion, a curved LED wall could be the answer. Know how you want your guests to feel and allow [your AV provider] to create that environment for you.”

 

While most customers understand that AV services are key to accomplishing their meeting goals, some are unaware of what AV elements are must-haves for their programs. Among the audiovisual tips Armenta recommends is asking your AV team questions early and often to dial that in. “No question is unwarranted or unwelcome.”

 

Also request a site visit when interested in seeing different sets. “My clients love scheduling time to come see big sets when we have them up. It allows them to see firsthand the possibilities for their own programs,” Armenta says.

 

When drilling down budgetary requirements, she recommends keeping vital internet connection needs at the forefront and considering if a virtual component to a meeting is truly necessary. “Unfortunately, adding a virtual element—especially last minute—eats at the bottom line.” Closely reviewing costs related to power, basic meeting necessities (e.g., easels, flipcharts, phones and internet), digital signage and service charges also can lead to possible savings.

 

As planners prioritize their budget, Volodarsky believes there are three areas related to AV that should be at the forefront: sound quality, lighting and video production. “Poor sound can ruin an event, so investing in top-notch microphones and speakers is essential, while dynamic lighting can transform an event’s atmosphere and create a more engaging experience,” he says. “As for video production, clear visuals are critical, especially for presentations and hybrid/virtual components.”

 

Less noticeable ways he recommends to trim AV costs include using standard versus premium gear for non-critical areas, having digital instead of printed backdrops, and streamlining the number of on-site AV technicians by ensuring proper training for in-house staff.

 

Overall, Volodarsky encourages planners to engage with their AV team during the initial planning stages to avoid last-minute surprises; prioritize elements that directly impact the audience; schedule thorough equipment checks; and complete a run-through of the entire agenda to ensure everything works flawlessly.

AV trends

Now the exciting part. What are some AV trends the trio are noticing?

 

Drone video footage for outdoor events and interactive digital signage utilizing artificial intelligence (AI) are at the forefront, Veith says. Meanwhile, Armenta has noticed that clients are “very invested in the aesthetic: clean lines, symmetrical set design and elements, and functional equipment for multiple purposes. They are breathing fresh air into the basic AV set with something as simple as virtual meeting elements, charging stations and digital signage.”

 

Volodarsky has observed three current AV trends: interactive displays, sustainability, and augmented and virtual reality usage to create engaging and memorable experiences. “Eco-friendly AV solutions like energy-efficient lighting and reusable set designs are gaining traction,” he notes.

 

Before heading into the planning phase of your next meeting or event, consider these audiovisual tips and trends. It may be time to shake up the old ways of doing things and to reallocate your budget to AV tools that work in tandem with making your vision a reality.

 

Top Photo: The AV difference for a holiday event, courtesy INSPIRE

 

Colorado native Beth Buehler has been editor of Colorado Meetings + Events magazine for 20 years, helped launch Mountain Meetings magazine, and was on the team that introduced Southwest Meetings + Events. She has planned numerous meetings and events and enjoys exploring Colorado.