If you are new to staging a trade show, it’s essential to study every aspect of it. Creativity and originality are not enough. You can come up with the best concept and programme, but it may not suffice in achieving the goals you have for the event.
You need to look at examples of previous similar events. It is advisable to study the processes and technical details. You may need an AV hire company to assist you in organising everything and gain valuable experience while minimising the mistakes. You have to get the best people to direct the flow of the show. Additionally, you need to be familiar with the audio-visual needs of the event. These can be categorised into three: sound, visual, and scenery.
A trade show that involves a large crowd and held in a big venue is not going to be possible without sound equipment. This includes the microphone, loudspeakers, amplifiers, mixing consoles, effects units, recorders, CD/DVD/Blu-Ray players, and radio receivers. These are needed to amplify sound during the main programme of a trade show and for the PA system. Without good sound equipment, it will be difficult to hear the speakers (people) and the audio promotional materials that will be directed at the participants.
The visual equipment at a trade show can be in the following forms: lighting and displays. The lighting equipment includes panel lights, spotlights, stage lighting, accent lights, task lights, colour lights, laser show lights, strobe lights, par lights, ellipsoidal lights, and controllers. For the displays, the main examples are LED walls, projectors, and LCD/LED monitors. The lighting you need will depend on the kind of setup you want to create. Trade shows also need lights similar to those used in concerts during the main event, wherein everyone gathers for a grand presentation.
This includes equipment or accessories that are not related to sounds or visuals. These are mostly ornamental installations for an event. Examples of which are backdrops for a stage, posters, streamers, three-dimensional art, the set needed for conferences or mini-presentations, standees, signs, printed materials, and crowd control accessories that match the theme of the occasion. While AV companies only have A (for audio) and V (for visuals) in their general title, they also offer extra solutions to enhance an event. If you are staging a trade show, it’s impossible to limit your preparations to audiovisual solutions. You will need scenic implements too, especially if you want to leave a lasting impression on your participants.
It bears emphasising that sound, visual, and scenery solutions by themselves are not going to be enough. You can’t just install your microphone and speaker system, lights, displays, and accessories in the venue. You have to properly set them up to achieve the best acoustics and visual projection. All installations should be maximised and must serve a purpose.
The sounds should not only be audible but pleasantly and effectively heard. The lights should not be dim or too bright. The displays should be high-quality and visible from a reasonable distance. Lastly, the scenic additions must appeal to the audience and possibly produce a favourable subliminal effect.