How does one measure the success of an event? Given that each client has a unique project brief, with unique details and specific instructions, most people think that a successful event is quantified by the client’s happiness at the end of the day. However, those who have been in the industry for a while have a slightly different response. Generally, a successful event pushes the organizers outside their comfort zone, improves productivity and ultimately, strengthens cooperation. Behind it, all, the logistic, i.e. equipment, is responsible for making an event happen.
Types of equipment
Special equipment at an event is not a want but a straight-up need. The type of equipment needed can fall under any of the three main groups; event management, event photography as well as event lighting. When it comes to creating an equipment Checklist, it depends on the type, size, location and profile of the event.
There is equipment for the big event which will not have as much impact when used in a small to medium sized event and vice versa. For example, big events needing a huge budget, there’s nothing like capturing portions of the event. Everything must be caught on camera while trying to maintain high quality, cover everything, and focus on the main guest(s). There are actually details and keys on how to create a successful event video, you need to read more and understand before heading for an event.
On the other hand, equipment for the small event should not be overlooked. Regardless of the size, it is still important, vital and necessary to get all equipment necessary to create a successful event. The bottom line is that when it comes to the types of event equipment, it is determined by the following;
- There are portions of the event that must be captured on film. Thus, audio-video equipment is used and this ranges from inexpensive hand-held camcorders to high-tech sets such as those used in a full studio. Such kind of equipment is usually accompanied by camera technicians, boom holder (audio grip) and editing software
- Equipment in a beer-garden-type of an event includes the simple thing that might easily be overlooked. These include beer kegs, separate bar area, taps as well as liquor dispensers
- For an event that highlights dangerous acts and/or performances, the most important equipment is not the traditional technology. Rather, it requires that there be trained professional medical personnel, an ambulance, and when applicable; fire extinguishers and safety nets readily dispersed. In case there are fireworks, then it goes without saying that a fire truck should be on standby.
- At every event, regardless the size and venue, there must be security or key security personnel who are strictly there to take care of security
- Currently, event videos seek to involve the audience. Since audience reaction cannot be controlled, it leaves room to either buy or rent an audience response system to enhance the final video recording
- Specialized event equipment that is finding itself in the event equipment checklist consists of traditionally unconventional tools. These include equipment needed for guest registration and check-in. Such equipment consists of laptops, tablets, scanners and printers. Depending on the event, the latest equipment must be effectively used.
When it comes to sound equipment, event planners need to realize that such equipment is not just concerned about the microphone. The sound system can be hired, belong to the client, or belong to the event planner. The sound system is concerned with, at least in part, keeping the event lively with music and announcements that can be heard by all guests within the premises.
Video event equipment is usually very delicate and a matter mostly concerning specialists. Successful events are not shot haphazardly, they are directed—with intent and an intention to capture only the best in terms of audience reactions, message delivery, etc. Behind a successful video event, there is a specialized crew consisting of a director, cameraman, sound engineer and a detailed, project brief. As part of an excellent video equipment, the accompanying team must be ready and available to tackle any difficulties or challenges that may occur during the shooting and editing of the video.
An event management equipment list should be headlined by production equipment. Although production equipment is not needed at the actual event, it’s responsible for concluding or summing up the event. Equipment for the event goes further and beyond the shooting, tapping, and recording.
Registration and Check-in Equipment
According to our experience in the industry, onsite event equipment is influenced by different factors. Depending on the requirements of the event, anticipated types of attendees, and the size of an event the number of equipment could be changed.
Some examples of variables include:
- If attendees are expected not to bring a QR code for checking in
- If there are more walk-in registrations expected onsite
- If no printing is needed and only checking in of attendees is required
- If there are workshops that require tracking (session check-in)
- In case there are suspected security threats, an upgrade to security is needed (scanners)