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Prevent AV Panic: 10 Event Tech Tips You Need To Know


trade show technical tipsIs your event tomorrow, you’re exhausted, and your images aren’t showing up on the monitor? Or your hardware not working? When it comes to trade show events, it never hurts to be prepared. We’ve assembled these top trade show event tips to help you so everything goes smoothly!

Prepping correctly can make or break a trade show. Check out these tips to find out how you can make your event the best it can possibly be.

1. Prep content thoroughly well before the show starts.

You need to have everything ready to go before the event, and that means testing it out before the show. Send content to your exhibit provider if they’re staging the booth in advance so they can incorporate your AV into the staging and make sure that there aren’t any issues with incompatible files, and bring all your AV-testing cords from staging to the show.

2. Know your files. 

Knowing in advance what file types you have and what types your devices can play will help everything run more smoothly. It’ll also let you be able to communicate to the exhibit provider or installation technicians what your files are so they can get you the hardware you need. Files often include MOV, WMV, AVI, MDG, and more.

3. Know your internet connection ahead of time.

It doesn’t hurt to have some stand alone content ready to go either. Evaluate costs depending on what you need and choose from hotspots, WiFi, or Ethernet wired access. Have a way to download data as well just in case your connection doesn’t work out.

4. Know your television’s size and ratio.

Size and ratio of your television need to compatible with your playable content. Go for a height/width ratio of 16:9 to be sure your graphics and content display correctly. Make sure you also check the tv specifications to be sure that it can loop a slideshow and that it is in the correct mode (‘demo’ or ‘home use’) to work.

5. Bring a flash drive.

Some content is played by putting a flash drive into the tv! Find out if your television or media needs a computer or Internet access and if you need to bring a flash drive or a miniature computer.

6. Bring an extra converter so you can hook up your laptop to the monitor.

It’s a small step, but an important one. Extra cords aren’t too expensive and don’t take up much room and they can really save you in a pinch. An extra HDMI cable, USB cable, and a roll of duct tape will help you be totally covered, just in case.

7. Know your cords.

Whether HDMI, USB, DVI, VGA, RVA component cords or connectors, or an Ethernet cable, it helps to know what you’re working with before you go into battle. Knowing what cords do what and what purpose you need them for is half the battle.

8. Make sure you discuss content with staffers in advance if not attending the show.

They’ll need to know what content you will be playing on what. Give them written instructions just in case that tell them how to play everything and a list of issues they may run into. If you have adequate AV talent, they may be okay without this, but it’s good to have just in case.

9. Make sure you have cases that protect electronics from damage or even theft.

At the minimum, you should have basic unlabeled boxes with foam for protection to make sure your investment is secure.

10. Unplug the USB when in doubt.

Unplugging the USB and then power cords and replugging them in may resolve whatever issue you are having, just like magic.

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