How to Prepare Event AV? Testing and Backup for Projection, Sound, and Internet

The three most common disasters on event day are all AV-related: video won't play, there's a picture but no sound, guests can't connect to the internet.

The common factor in these issues is that they can all be detected beforehand, but most people either don't test or test incorrectly.

1. What Constitutes "Tested"

All three conditions must be met simultaneously; missing any one means it hasn't been tested:

1. At the actual venue (not the office, not at home)
2. Using the actual laptop to be used on the day (not a different computer)
3. Playing the actual file to be used (not just any video)

Changing any of these conditions can yield different results. A common example: a video that plays well on an office screen may have its aspect ratio cropped or resolution compressed when connected to the venue's signal box.

2. Projection: Three Essential Tests

1. Can the Signal Get Through

Bring your laptop to the venue and connect it to see if the image appears. Pay attention to:

• Is the venue HDMI or VGA? Older venues may only have VGA, which doesn't carry audio.
• Are you connecting directly to the projector or via a signal box? A signal box might compress the resolution or change the aspect ratio.
• Do you need an adapter? MacBooks and Surfaces require one. Bring your own, don't rely on the venue to provide it.
• Extended mode or mirror mode? In extended mode, the host's laptop screen can display the rundown or next segment cues.

2. Is It Visible with the Lights On

This is the most frequently overlooked and problematic aspect.

Ask the venue to set the lighting to the "banquet in progress" brightness (not fully lit for tours, nor completely dark), then check the projection. Many venue projectors lack sufficient brightness, which might be barely visible in dim light but completely washed out when the lights are on.

If it's not visible with the lights on, your options are:

• Accept dimming the lights during video playback (write this into the rundown and confirm who at the venue is responsible for adjusting the lights)
• Rent a high-lumen projector (NT$8,000–20,000)
• Use a TV wall or LED wall (if the venue has one)

3. Can the Back Rows See

Sit in the last row and check the view. In venues with over 60 tables and only one main screen, the back rows are essentially listening to a radio broadcast.

Solution: Ask if the venue has side screens, a TV wall, or rent a second projector. This should be asked before signing the contract, as negotiating additional costs after signing is usually difficult.

3. Sound: Confirm Separately from the Picture

Having a picture doesn't mean there's sound. These are two separate circuits.

Questions to clarify:

Question	Why It's Important
How does the video sound get in?	Is audio via HDMI, or do you need a separate 3.5mm/XLR connection?
Who adjusts the volume?	Venue sound control? Or your staff?
How many microphones are there?	One for the host isn't enough; speeches, performances, and raffles all require them.
Are there spare batteries?	Wireless microphones running out of power is a common issue.
Where does the background music come from?	Bluetooth from a phone? Or the venue's playback system?

Testing method: Play a video with both voice and music, stand at the back of the venue, and ensure the voice is clear and the music doesn't overpower it.

4. Internet: Essential for Interaction

If your event involves games via QR code, online voting, or real-time photo uploads, the internet is a critical pathway.

Questions to ask:

• Guest Wi-Fi SSID and password (must be shareable with guests, not the staff network)
• What is the bandwidth?
• Can it handle 200 simultaneous connections?

Practically, hotel guest Wi-Fi often fails with 200 simultaneous connections. Don't rely on it for your event.

Backup Plan (Prepare in this Order)

1. Check 4G/5G signal strength: Use a phone to test speed inside the banquet hall (not at the entrance). Signal is often poor in basement banquet halls.
2. Prepare mobile hotspots: At least 2, from different telecom providers. Use them for staff devices (large screens, host's phone), while guests use their own mobile networks.
3. Confirm the offline tolerance of the interaction system: A good system can automatically reconnect without data loss after a brief disconnection. Clarify this beforehand.

Key Concept: Let guests use their own mobile networks, which is usually more stable than having 200 people on the same Wi-Fi. Protect the line to the big screen—if that disconnects, everyone notices.

5. Power Supply

• How many power outlets are near the stage? Lighting, sound, laptops, projectors, and live streaming equipment all need power.
• Can you run extension cords? Some venues don't allow crossing aisles due to fire regulations.
• Bring your own extension cords and power strips, don't rely on the venue having enough.
• Plug laptops into power, don't rely on batteries. Laptops are prone to entering power-saving mode at critical moments during video playback.

6. Schedule for the Day

Time	Task
Immediately after entry	Connect power, connect signals, power on
30 minutes after entry	Play video to test picture and sound (with lights on)
45 minutes after entry	Test each microphone, replace batteries
60 minutes after entry	Test guest Wi-Fi and backup hotspots
30 minutes before start	Run through the schedule, confirm each transition point
10 minutes before start	Open video files ready for playback, set volume levels

7. Essential Items to Bring

• HDMI cables (your own, 2 pieces)
• Adapters (USB-C / Mini DisplayPort, depending on your laptop)
• 2 extension cords, 2 power strips
• Spare batteries for wireless microphones
• 2 mobile hotspots (different telecom providers)
• Backup of video files (USB drive + cloud, two copies)
• Laptop power cable

Backup for video files is particularly important. Store files on the laptop, USB drive, and cloud simultaneously. Situations where you need to switch to a different computer to play the video happen every year.

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