Xplosive Blog

Planning a corporate conference can be a daunting task when you factor in all of the layers that are needed. This can range from selecting a conference space, host hotel with room blocks, meals, seating arrangements, logistics, entertainment, AV needs and more. These multi-day dynamic events can be internal for teams to explore new opportunities, train employees or unveil a new product. They can also be expo style where thought leaders and innovators gather to network or share knowledge. Today we are going to break down the AV/Tech roles to help you determine what is needed behind the scenes to help your conference run smoothly.

1. Event Technology Manager

The event technology manager is the cornerstone of conference tech operations. They oversee the planning and execution of all technological elements, from audiovisual systems to event apps. This role requires deep knowledge of hardware, software, and logistics to coordinate between various tech teams and ensure seamless integration.

2. AV Technicians

Audiovisual (AV) technicians are the unsung heroes of any conference. Their responsibilities include setting up and operating sound systems, projectors, video walls and lighting. During the event, they ensure that keynote speeches, panel discussions, and breakout sessions run without a hitch, providing clear visuals and crisp audio.

3. Live Streaming and Virtual Event Specialists

In the era of hybrid events, live streaming and virtual event specialists play a vital role. They manage the technology required to broadcast sessions to remote attendees, ensuring smooth video and audio transmission. They may also oversee interactive features like live Q&A and virtual networking rooms.

VOG stands for “Voice of God” and is a vital role to make any housekeeping announcements or introduce speakers for their presentations in a clear, concise and commanding voice. These are usually made behind the scenes versus an alternative on-stage dynamic Emcee/MC providing more engaging showmanship.

(Consider an on stage DJ for a more lively and modern feel, like the image below)

5. IMAG Operator

Image Magnification or IMAG references the use of large scale video projection to enlarge the image of the stage to help audience members see the details of presenters that would otherwise be difficult to see. Here live, human camera operators or stationary remote controlled cameras capture the on-stage presenters and display them on projection screens, video walls or television monitors in real time.

6. Show Caller/Stage Manager

Manages the overall timing and execution pertaining to lighting, visual, VOG, audio, IMAG and presenter cues on the run of show. This role is critical for maintaining the show’s pace and ensuring smooth transitions.  Consider this role the “Show director.”

7. Production Assistants and Runners

Production assistants and runners are the hands-on problem solvers who address last-minute needs. Whether it’s replacing a faulty cable, moving signage, fulfilling errands needed, or greeting presenters and vendors, this role is like a Swiss Army Knife and ready to fill any needs that arise.

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Why These Roles Matter

The success of a multi-day business conference hinges on the seamless integration of technology. These tech roles work in harmony to create an immersive, engaging, and professional environment for attendees. Whether it’s ensuring flawless presentations, connecting in-person and virtual audiences, or safeguarding digital infrastructure, the tech team is the backbone of modern conferences.  Redundancy is key to success both in equipment orders and in staffing abilities.

Final Thoughts

As business conferences continue to evolve, the demand for skilled tech professionals will only grow. Understanding and appreciating these roles not only highlights the effort behind the scenes but also underscores the importance of investing in top-tier technology and talent for future events.

If you’re looking to plan a conference, call XE-AV, a division of Xplosive Entertainment, to create a smooth memorable experience for all attendees!

Written By: Jaymie Perez

MC | DJ | Event Planner