When unexpected challenges threaten to disrupt meetings and travel plans, having a specialized team that enables you to keep event objectives on track is mission critical.

Virtual events can connect your presenters and attendees online from nearly anywhere in the world. But when most people think of virtual events, they think of it from the attendees’ point of view – where elements of an event are available online for live viewing to those who are unable to participate in person.

It’s a whole different ballgame, however, when presenters are unable to appear at events. Planners spend countless hours securing speakers, agendas, and content for their meetings. So, having an experienced digital solutions partner that can help you connect presenters to attendees, both at the host site and around the globe, is key to keeping your event on track.

Here’s a real-life example. When the Eyjafjallajökull volcano in Iceland erupted, it ejected a massive volume of ash into the atmosphere that directly impacted air travel and passengers. The worldwide impact included:

  • 20+ countries affected
  • 6 days of disrupted air traffic
  • 100,000 flight cancellations
  • 10 million passengers affected

With participants and presenters unable to fly to their conferences and meetings, a solution was necessary to ensure impacted meeting planners, who tirelessly designed their events, could carry on without losing presenters or participants.

The PSAV Virtual Events team was able to assist numerous clients by leveraging different video conference and streaming solutions. With our assistance, key presenters who had been unable to attend their events in person were able to connect, present, and interact with attendees. Once afflicted by travel disruptions, attendees were now able to see the presentations through a virtual attendee experience.

From video conferencing and webcasting to live streaming and simultaneous interpretation, PSAV has solutions that can extend the reach of your event. Be it by design or due to unforeseen and uncontrollable circumstances, our team can bridge the gap between presenters and participants.

While the volcano example had a broad scale impact, other smaller and personal circumstances can also impact the ability for some to attend events in person. Don’t wait until the last minute to come up with a backup plan. Reach out to our Virtual Events team and find out more about our new package offerings here.

event planning


The job of an event planner has many opportunities for fun, sociability and creativity. While this may be true, a lot of little things go into event planning that are not noticed by those attending, but are crucial in making or breaking an event. If you’re new to event planning or have received the responsibility of putting together your company’s next meeting, we’re here to help ease some of your concerns. Whether you’re putting together a press conference, product launch, sales meeting, awards ceremony, or company-wide meeting, here’s a quick guide of the technical side of meeting planning, so you can focus on the fun stuff!

When planning your event, whether it’s small-scale or large, having visual stimulation that compliments your company’s brand and makes a lasting impression is key. Think about creating a backdrop that draws attention to your speakers and looks great for photos. Custom sets are definitely a good option, depending on your time constraints. They help tie the theme of the event together and generate excitement amongst those attending.

Based on the nature of your event, video could be something required, or a great added plus. For pre-event promotion, on-site presentations and archived content, video serves a great purpose. Ensuring your videographer is of high quality and professionalism is important, as the after-experience is just as meaningful as what happens during the event. Having the option to choose from different digital video recording formats is helpful and saves you time after the event.

Lighting is one of the most important aspects of an event. To make speakers the main focal point, produce better-quality photos and videos, and create the right atmosphere, lighting is a main component. Having the choice of different lighting systems, from environmentally-friendly to coloured and moving options, set the tone for your event.

Live events can be broadcasted to any corner of the world, and your audience reach can be that much bigger with webcasting. Keeping this in mind, choose a webcaster that can give you the optimal viewing capability for your needs, as you want your event to go smoothly for those seated in front of you, as well as those on a computer or mobile device.

Projection is just as important as lighting when it comes to a live event. Your entire presentation must be visible to those in the audience, and having a projection screen that allows for maximum viewing is essential and can add great stimulation to the crowd. Think about graphics, animations, and video clips to ensure your message is put across in the best way possible.

Freeman Audio Visual Canada has all the solutions you need in order to pull off a fantastic event. Contact us for quotes, information, or ideas on how to create your best event yet.