There is no meeting blunder more noticeable than a glitch in A/V or technology – microphones that don’t work, projectors that can’t display a presentation, lighting malfunctions, spotty WiFi. We’ve all experienced these hiccups during what should have been a great experience.

Often A/V and tech needs are overlooked, but even the smallest of glitches can derail the most well-planned event, so don’t be caught off guard. Ensure your needs are met by following these simple guidelines when planning a corporate meeting and that the event space in Madison WI has the team, resources, and infrastructure to deliver a picture perfect event.

Get started early.

Get involved way in advance of the date of your event and be sure your A/V and tech partner does the same. With the right event venue, like right here at Monona Terrace, there will be staff dedicated to A/V and tech needs. Their purpose should not be to appear for onsite troubleshooting alone; they should also be committed to helping you find the best A/V and technology solutions for your event on the front end as well. Clearly share your must-haves and wish-fors in early meetings, so the A/V team has time to accommodate your requests. World class event venues like Monona Terrace should have everything you need and even offer services and capabilities beyond your expectations.

Communicate changes early and often.

Always stay ahead of any potential pitfalls, so they can be avoided. There are often unforeseen curveballs, but you can mitigate the potential headaches by keeping the entire team apprised of any changes. For instance, did the event flow change? Did the number of speakers increase or decrease? Does their presentation require picture-in-picture and HD video? Multiple wireless microphones? Each of these seemingly innocuous details can have a significant impact on A/V and technology needs for your event or meeting. Be sure to share modifications as soon as possible with your A/V partner. It’s always a good idea to play it safe and ask.

If you have a specific request, just ask!

Technology changes daily, and leading event venues should adapt their capabilities to take advantage of these changes for their guests and clients. So, if you have an idea or request that you may think isn’t doable, just ask. While something may not have been possible in the past, don’t assume that solutions aren’t possible today. Have a conversation with your event planner and A/V partner and go through your wish list. You might be pleasantly surprised. And you’ll know that you’re doing everything you can to ensure the best experience for your event attendees.

Insist on A/V help throughout your event.

Even the best plans for A/V and tech needs can run into potential issues the day of your event. Be sure you have someone on hand – in the room or a phone call away – in case you need assistance. The A/V team at Monona Terrace will always be there on-site for the duration of your event to ensure things run smoothly. For larger events, a full staff will be there to engineer sound, operate projectors and cameras, and troubleshoot problems should any arise. We know you have a lot to manage on event day, and A/V shouldn’t be one of them.   

Need hybrid or virtual capabilities?

Live streaming of events is now a prerequisite for many, so attendees have options to attend the event in-person or from a connected device. But this doesn’t mean all venues have the expertise, equipment, infrastructure, and internal resources to deliver an uninterrupted virtual event. Here are some must-have’s:

Reliable High-Speed WiFi
High speed internet connectivity is key, so we have redundant solutions in place with both fiber and wireless links, as well as redundancies at key connection points so all attendees, wired or wireless, enjoy the same event experience.

HD Capabilities
Your venue partner should have HD quality video equipment, including projectors, cameras, screens, and the engineering system and infrastructure to manage it and stream it.

Infrastructure
A venue’s infrastructure extends to all aspects of their capabilities. This includes WiFi and HD, but also the proper lighting and sound so live stream viewers have the best possible experience.  

Monona Terrace continuously develops and expands our state-of-the-art capabilities, which now include online polling, live Q & A, streaming on multiple platforms, broadcast quality engineering, and HD projectors and screens (including a massive 45’x15′ background screen). 

Don’t forget the lights!

Proper lighting for events is often overlooked. If you intend to livestream your event, the ceiling lights in a venue’s main ballroom won’t do. Make sure any venue you’re considering has proper lighting to handle HD broadcasts. Monona Terrace uses an architectural lighting system to control thousands of lights to ensure our video production looks as good as possible.  

From a simple wireless microphone and podium to a complex theatrical lighting display, studio sound, and HD video production, Monona Terrace has you covered. Telecommunications, lighting, sound, video and all the equipment to support it is here in-house, including Internet 2 access. When it’s time to book your next event or corporate meeting, consider Monona Terrace and our team, which always includes dedicated audio/visual and technology experts on-site. Contact our event staff for a consultation.