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How Audio Visual Technology for Graduation Ceremonies Elevates the Experience

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graduation audio visual technology

Graduation day is a momentous occasion that deserves to be celebrated in style. With the right audio-visual technology, you can make the event unforgettable for students, teachers, and families. From projectors and screens to sound systems and lighting, our expert tips and tricks will help you elevate your graduation ceremony and bring it to the next level. Make the most of your special day with professional Audio Visual Technology for graduation ceremonies and events.

So, let’s dive into some of the best audio visual tech suggestions for graduation events!

  1. Projector and Screen – These two items go hand in hand, and they’re a must-have for any graduation ceremony. If you’re having a big event, you’ll want to make sure that everyone in the audience can see the images and videos clearly. A high-quality projector with a high brightness and contrast ratio, coupled with a large and high-quality screen, will make sure that everyone can see what’s going on.
  2. Sound System – This is super important! You want everyone in the audience to be able to hear the speeches, music, and announcements, right? So, you’ll want to make sure you have a top-notch sound system. It should be of high quality and have enough volume to reach everyone in the audience. And the sound should be clear and articulate to make sure you can hear what’s being said. Wireless microphones are great for speeches and announcements because they allow the speaker to move around freely. And a sound mixer can help you control the volume and tone of the sound system.
  3. Microphones – These are a no-brainer! Whether you’re using handheld microphones for a large event or lapel microphones for speakers who want to keep their hands free, microphones are an essential part of any audio-visual setup.
  4. Lighting – Lighting can set the mood and enhance the overall experience of the graduation ceremony. You want to create a celebratory atmosphere, and the right lighting can do just that. LED lights can add color and special effects, while stage lighting can highlight the stage and make it easier to see the speakers.
  5. Live Streaming – If friends and family can’t be there in person, live streaming is the way to go! With live streaming, anyone with an internet connection can watch the ceremony from anywhere in the world. You can use a professional live streaming service to make sure the live stream is of high quality and that the sound and image are synced.
  6. Video Conferencing – If you’re having a hybrid event, video conferencing is a great way to include remote participants. This is especially useful for those who can’t attend the ceremony in person due to distance or health reasons. Video conferencing allows remote participants to be part of the ceremony and experience the event in real time. A professional video conferencing service will make sure the video and audio quality are top-notch.

So there you have it, folks! These are our top audio visual technology suggestions for graduation ceremonies and events. Whether you’re organizing a small or large event, working with a professional audio-visual company will make sure everything is set up correctly and runs smoothly during the event. And that means you can sit back, relax, and enjoy the graduation ceremony!

Interested in some of the best commencement speakers of 2022, check out https://www.bestcolleges.com/news/analysis/2022/05/20/most-notable-commencement-speeches-2022/

Want to talk to us further, click this link https://www.mercurysl.com/contact-us/request-a-quote/

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Artificial Intelligence: Game Changer or Nightmare?

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How Artificial Intelligence is Transforming the Industry

Live events transformed with AI technology, delivering optimized audience engagement and unparalleled experiences

Artificial Intelligence (AI) is revolutionizing the live events industry, providing event organizers with new and innovative ways to engage attendees and enhance the overall event experience. From event planning and management to audience engagement, data analysis, virtual event platforms, and safety and security, AI is transforming how events are created and executed.

Event Planning and Management: AI can automate many of the manual tasks involved in event planning and management, freeing up time and resources for event organizers to focus on the creative aspects of their events. For example, AI-powered chatbots can handle registration and ticketing, answering attendee questions in real time and providing personalized recommendations. AI can also analyze attendee data to help event organizers better understand attendee behavior and preferences, which can then be used to optimize future events.

Audience Engagement: AI can also create interactive and personalized experiences for attendees. For example, AI-powered chatbots can provide real-time answers to attendee questions and recommend customized experiences based on their interests and preferences. AI-powered virtual assistants can also help attendees navigate events, providing information on schedules, sessions, and vendors. By creating personalized and engaging experiences, AI technology can help event organizers build stronger relationships with their attendees.

AI technology revolutionizing live events with advanced audience engagement and enhanced experiences

Data Analysis and Insights: AI can also provide valuable insights into attendee behavior, preferences, and outcomes. By collecting and analyzing data from events, AI technology can help event organizers understand what works and what doesn’t, allowing them to make data-driven decisions that can improve the overall event experience. This can include insights into attendee engagement, content popularity, and revenue generated from events, among other things.

Virtual Event Platforms: The COVID-19 pandemic has accelerated the use of virtual and hybrid events, and AI is playing an important role in powering these events. AI can provide attendees with an immersive and interactive experience that closely resembles an in-person event. For example, AI-powered virtual environments can recreate the look and feel of real-world events, while AI-powered chatbots can provide real-time support to attendees. By providing an engaging and interactive experience, AI-powered virtual events can help event organizers stay connected with their audiences and continue to grow their businesses, even in the face of pandemic-related restrictions.

Event Safety and Security: AI technology can also help ensure the safety and security of attendees at live events. AI-powered surveillance systems can detect and respond to potential threats in real time, helping to keep attendees safe and secure. Additionally, AI can be used to monitor crowd behavior and detect anomalies, allowing event organizers to respond quickly to potential safety or security issues.

AI is transforming the live events industry, providing event organizers with new and innovative ways to engage attendees and enhance the overall event experience. From event planning and management to audience engagement, data analysis, virtual event platforms, and safety and security, AI is revolutionizing how events are created and executed. As technology continues to evolve and improve, we can expect to see even more exciting developments in the live events industry in the years to come.

For more insight on AI and Live Events, check out this BizBash article at https://www.bizbash.com/event-tech-virtual/event-tech-tools/article/22670852/is-chatgpt-the-future-of-events

Ready to talk to us about your next event? Give us a call!

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Audio Engineering Done Right in Ballrooms and Large Venues

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Event Planner’s Tips for Great Audio Engineering Experiences in your venues.

Good audio engineers are critical for your events. That is one of the cornerstones of exceptional event teams. Live event planners that have the charge to find tech teams for their ballroom events can use this checklist when considering who their lead engineer might be. Great engineers plan for a ballroom by taking into account several factors.

Room acoustics

The audio engineer will consider the acoustics of the ballroom, which includes the size and shape of the room, the types of surfaces that make up the walls, floor, and ceiling, and the presence of any sound-absorbing materials. The engineer will need to decide how to best position speakers and microphones to achieve optimal sound quality and clarity.

ballroom venue acoustic challenges

Event type

The audio engineer will consider the type of event that is taking place in the ballroom. Different types of events will have additional audio requirements. For example, a concert will require a different audio setup than a conference.

Sound reinforcement

The audio engineer will decide on the type of sound reinforcement system that is needed for the event. This will include the number and type of speakers, the number and type of microphones, and any other audio equipment that is required.

large venue sound reinforcement.

Sound mixing

The audio engineer will plan how the sound will be mixed during the event. This will include deciding the number of channels needed and how the sound will be routed through the mixing console.

Mercury sound mixing in ballroom event.

Sound levels

The audio engineer will decide on the appropriate sound levels for the event. This will include the overall volume of the sound and the balance between different sound elements, such as the vocals, instruments, and background music.

audio sound levels in ballrooms

Safety and Compliance

The audio engineer will ensure that the audio equipment meets safety and compliance regulations, such as noise level limits and emergency announcements

Backup plan

The audio engineer will have a backup plan in case of equipment failure or other unforeseen issues. This will include having backup equipment on hand and knowing how to troubleshoot and fix problems quickly

Communication

The audio engineer will need to communicate effectively with the event planner, performers, and other members of the production team to ensure that the audio setup meets the needs of the event.

The audio engineer will also need to be present at the event to make any necessary adjustments to the sound and ensure that the audio works properly throughout the event. The audio engineer will also need to be prepared to adapt to any unexpected changes or issues that may arise during the event.

Conclusion

There you have it! Before your next big event, retrieve this list and consider going through them one by one. You will be glad you did. Audio is a broad category with elements of music recording and production to live sound. Many of your audio engineers may have started in and around these areas. It is an incredibly rewarding professional track with fantastic opportunities.

For more information consider visiting our industry associations site at www.avixa.org – the audio-visual integrated experience association.

To see more information about Mercury projects visit https://www.mercurysl.com/services/live-events/

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Meeting Planner Ballroom Technology and Crew Tips for Events

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Ballroom meeting event planner venue

It’s here!  2023 has finally arrived along with our pent-up demand to get together for much needed face-to-face time in live events.  CES is already off to the races and is anticipated to be back to pre-pandemic levels.  You have been planning and now is the time to execute.  This is why we wanted to share a few insider tips on strategy and technology considerations for your ballroom sessions.

In American Express’s 2023 global meeting and events forecast, a key finding was how important internal meetings will be in the coming year.  Internal meetings are on the rise everywhere globally, particularly in North America.  “Meeting in-person allows for more trust, accountability, and collaboration, and gathering in off-site conference rooms helps eliminate office distractions.”  Internal offsite meetings like sales kick off’s, summits, and symposiums stand to be a significant driver of activity and purpose.

Digitalization has given meeting planners tools and methods to make the process of organizing events more streamlined and effective.  But few tools can address the complexities associated with procuring and deploying the right technology for that staged event, workshop, or break-out session.  The reliance on your venue’s audio-video teams, or on live event partners, remains steeped in many of the same approaches.  Either you trust your audio-video and live event company, or you may be hunting every time looking for the right partner. 

We’ve been in business for nearly 20 years.  During that time, we supported a lot of meetings and deployed a lot of technology.  Our customers have shared horror stories and the reasons they choose us to support their most important events.  Here’s a sampling of what we hear:

  • How much of “X” do I need?
  • How do I make sure I’ve not under-done the effect I’m looking for?
  • Why do I feel so unsure about this quote?
  • How do I validate this quote?
  • Do you have references or others like me?

On the flip side, we have a number of customers that have no issues with quotes.  They want “big effects” and “never been done before.”  Here, the requirement tends to be a sounding board and a dose of reality.  In any event, what event planners need are a few suggestions of items to consider as they prepare for the year ahead.

Invest in Sound Design

Line array speakers

One of the biggest buzzkills at events in different venues is botched audio.  Not all ballrooms are created equal and are subject to a wide range of factors including ceiling height, construction materials, audience seating, and staging elements.  You might be thinking of only a few speakers when the reality is that you need sound-shaping speakers and technology that is tuned to the venue. 

Recommendation

Ensure your AV tech partner has a qualified audio designer involved in planning the venue.  Request, or even demand, that a competent audio engineer is on-site not only for the setup but for the load-in.  Too often, too many AV companies cut the corner and send under-experienced techs to do setup and don’t leave enough time for the pros to dial it in.  Check your quote, and ask questions.  Get names.  You will sleep better knowing that audio will NOT be your event trouble.

Projection?  LED?  Yes.

Projection Live event at a ballroom

Engaging visuals make and break a general session.  Skinny up the visuals and you are sure to suck the air out of the room when your keynote takes the stage.  Visual display technology has come a long way in the last 5 years.  LED is far more affordable than it once was for daily and weekly event rentals.  Projection is still a dominant ballroom tech in plentiful supply from most of your AV companies.  What we are suggesting is that your awareness of these mediums should be a part of your planning considerations.

Recommendation

Ask your AV partner to quote you the LED upgrade price.  You might not get the same lineal sq feet of coverage, but you will love, in some cases, the airier feeling above not requiring all the truss and rigging for projection.  By the same token, projection just may be the best option for the job.  You need to start asking for both pricing as you consider displays.  Further, don’t count out the fact that you may choose some variant in the middle involving both.  There are specialists involved with each technology, but they are moving more and more mainstream and the flexibility that LED offers you in terms of real estate in your space is worth considering.

On-Site Techs and Your Event Producer

Event technology crew and producer

Nothing bites harder on the days of your event than the lack of a buttoned-up crew.  Further, internal squabbles and disagreements sometimes come to a boil in the heat of the show’s run-up.  The live event industry has its share of hotheads and impatient people.  They fear every aspect of the tech falling apart and sometimes take great care in ensuring disasters are avoided.  Flawless execution is the expectation that nobody in the events business wants to claim.  But as an event planner, it’s exactly what you need to demand.  Your AV team and the team’s lead producer are your lifelines.  Think of them as your happy and highly functional family. 

Recommendations for Meeting Planners

Ask for the names of your tech team and lead producers to be included in your show’s contract.  Take the time to meet them and interview them before your event.  Good AV teams will gladly introduce you to their best people because they know that those people are the ones getting it done day in and day out.  Struggling companies won’t be able to make commitments which should be a warning flare that all is not right in River City.  Bad culture bleeds into the job environment.  We want Disney!  The last thing you need to worry about is a shifty and disconnected AV team bringing your event down.

Get on with Your Show!

Ballroom event technology tips

Hopefully, these tips get you started down the path toward your big events this year.  We know they will be awesome if you take the time to pick great partners and do a little homework.  Be wary of the “they do it every year” partner.  Keep them honest and have them earn your support.  And better yet, give your audiences awesome!

For more event planner resources, check out this great article on Bizzabo – https://www.bizzabo.com/blog/event-technology-guide/

To schedule some time with us to talk about your next event, visit us at https://www.mercurysl.com/contact-us/

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Experiential Activations – Ideas for your Next Non-Profit Fundraiser

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Experiential activations are used by non-profit fundraisers to create energy at their events designed to inspire both current and future donors. They bring energy! And when those activations are used especially for fundraisers, planners never lose sight that the primary purpose is to bring light and awareness to the cause and to raise corresponding funding.  The event should cost far less than the associated costs of its hosting.  But the difference between a well-planned and creatively activated event may result in an exponential increase in the cause awareness and overall fund-raising effect. We have had a chance to be a part of some of the best fundraising efforts out there.  And we are always on the lookout for new and creative ideas to share with our clients. 

Here are some cool examples and unique possibilities.

Giving Vending Machines – Non-Profit Religious Activation

These vending machines are sponsored by a religious organization and dispense “donation” brochures focused on the theme of fighting global poverty.  Patrons can donate funds for school shoes, medical supplies, glasses, backpacks, and toys.  Anyone can participate as they are placed in highly visible and accessible locations.

Giving vending machines fundraiser idea activation
Giving machine fundraiser idea activation

Stop Animal Trafficking Holograms – Global Non-Profit Activation

In 2018, WWF hosted a marketing stunt moving an Elephant Hologram around London staging the theme, “We Don’t Want Holograms to be All We Have Left.” As the theme.  The stunt was very successful at driving the petition signing outcome at the event at the Wildlife Trade Conference. Streetwalks brought to life messaging delivered in “animal cross walks” reinforcing the invitation to take pics, post content, share hashtags, and sign the petition.

We love this example because it shows a solid use of the multi-channel in message communications. Experiential activations bring a moment of wonderment and awe to the story and message. This is exactly what WWF was looking for. The goal was 100,000 signatures during the conference and the result was 124,664. The net result was a significant impact not only for the organization but in bringing light to the overall cause.

Fundraising idea experiential activation
Non-Profit activation WWF animal crossing

Caritas Give Warmth – Social Impact and Cause

This 2014 example is timeless.  This experiential activation replaced bus stop signs in a few select locations in Austria.  For a few moments, bus stop riders could pay 1 Euro to turn the warming lamp on to see how much of a difference only a single Euro could make in giving warmth.  We love this example because it shows how simple concepts can yield high returns.  The social reach of this campaign alone far out delivered the simple cost of the activation.

These are just a few ideas of what’s possible. As you look forward to 2023, consider how you might turn the energy up through experiential activations. We love them. And, as rabid consumers of experiential moments, we know that others do too! Experiences matter and when you carefully plan them, they can net massive returns and extend the impact of your social cause beyond the walls of its venue and singular evening.

For more ideas for fundraisers visit https://www.bizbash.com/production-strategy/experiential-marketing-activations-sponsorships/media-gallery/22301454/cool-event-ideas-from-june-2022.

Give us a call, we would love to talk to you about your next event!

What is a Night Mayor? How Can Events Own the Night?

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Raheem Manning, Night Mayor, City of Philadelphia, Pennsylvania

Meet Philadelphia’s new ‘night mayor’ Raheem Manning

You’ve heard the phrase, “own the airways,” when it comes to launching your brand, product, or services.  But have you considered owning the night?  There’s a movement in some of the largest cities in the world of what is called a Night Mayor.  Their responsibility is simple, create an engaging and entertaining environment that lasts after dark. 

In Philadelphia, for example, the Philadelphia department of commerce has appointed Raheem Manning as the city’s first nighttime economy director.  He says his responsibility is everything that begins after 5.  The City of New Orleans appointed Howard Kaplan, a local bar owner, who distinguished the purpose of the nighttime economy director as not focused on code enforcement but rather on programming and entertainment. 

We certainly know that not all events happen at night.  But how does the concept of a Night Mayor for your event after 5 impact your planning and consideration?  Further, events after 5 PM create a very unique and special way to kick up the sentiment and overall experience with your patrons and attendees.  And with your major events happening in the very cities with nighttime economy directors, what should you be considering? 

Here are a few of our ideas.

  1. Connect with your Nighttime Mayor.  Consider a quick google search to see if a nighttime economy director exists in the location where you will be hosting your event.   Is there something you can plug into?  Is there something you can bring to the city?  Could there be an opportunity to merge budgetary powers to create something unique?
  2. Find out what exists after dark.  Cutting your patrons loose to explore the city is almost always what most guests will do after your event is over.  But imagine what you might be leaving on the table as an un-capitalized event coordination opportunity for your attendees.  Further, many attendees would welcome your suggestions, invitations, or even coordinated events after dark in those destinations.
  3. Bring the Night to your Day.  Let’s face it, all-day meetings can be horrendously dull.  Maybe your meeting needs a dose of an entertainment refresher mid-day like a musical guest you might only experience on the streets.  It is different and will bring the house down to a point you might need to re-energize your attendees.
  4. Tap into social apps.  How can you better incorporate social feeds and the nighttime economy into your event?  Consider tagging venues, locations, and other elements into your social feeds to let the local economy know you are there.  They may bring the nighttime economy opportunities directly to you.
  5. Tech-ify your venue to reflect the night feel.  When the lights go down for the keynote, is that a perfect opportunity to expand a city lights scene in your content or throughout the venue?  New York’s skyline by night is much more dramatic than by day.  You can use lighting, projection, and great content to make that happen.

The opportunities are endless to bring the nighttime economy to your day’s event.  As event planners, you need to own the airways and the timetables.  Don’t forget that you are the ambassador of both.  You create the vibe and event access to the venues you are selecting.  With some advance planning, you will give your guests unexpected, extraordinary moments that will be unforgettable.  

Want to learn more about Philadelphia and Raheem Manning? https://www.phila.gov/2022-07-21-department-of-commerce-announces-raheem-manning-as-citys-first-night-time-economy-director/

Check out what Atlanta is doing with their Night Mayor. https://nextcity.org/urbanist-news/atlantas-night-mayor-will-govern-more-than-parties

Give us a call to talk about your next nighttime event!

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