Meet At Memorial - Insider tips from Conference and Event Services

When audiovisual works well, no one notices it. When it doesn’t, it’s the thing people talk about.

 

As Systems Officer for Memorial University’s Conference and Event Services team and in other capacities before, Steve Lilly has spent years working live events and spectacles from the tech table at the back of the room. He knows great AV is all about what audiences see, hear, and feel. That noted, he explains that there are two constants in the AV world: the unpredictable happens, and with the right experience, most situations can still be made to work.

Steve has supported hundreds of clients — from first-time planners to seasoned professionals — across events of all sizes.

Steve’s advice is straightforward. When planning an event, thinking about AV from the audience’s point of view is one of the best ways to create a strong experience. The easiest way to get the outcome you want is to start with a clear but flexible vision of how the event should unfold.  Is it hybrid? Interactive? Heavy on video? One speaker or many — or none? Will it be live-streamed?

Once the vision is clear, the specifics should be shared with the AV team ahead of time. From there, the team layers its knowledge of technology, equipment, and space to makes it all happen.

Steve emphasizes that the more information the AV team has ahead of time, the fewer surprises there will be. Sending slide decks, logos, videos, soundtracks, or other materials in advance allows time to troubleshoot issues.  And, as he notes, having a backup on site never hurts.

Logistics Matter More Than Technology

When things do go wrong, many AV issues have nothing to do with equipment and everything to do with logistics.

Common logistal problem examples include:

• PowerPoint slides with videos that don’t play
• Fonts that work on one laptop but not another
• Media that hasn’t been tested on the system being used

The good news is that most of these issues are preventable.

Best practices include:

• Sending presentations in advance
• Bringing backup copies on site
• Using standard fonts and file formats
• Sharing video and audio files directly when possible

The more information the AV team receives in advance, the better a presentation will run.

While AV teams are very good at adapting in real time, Steve notes that preparation consistently leads to smoother — and calmer — results.

What the Audience Sees

From the back of the room, it’s easy to see what’s working — and what isn’t.

Good visuals are about more than screens and cameras. They’re about visibility from every seat, including anyone joining remotely. While the events team manages layout and setup, these considerations need to be part of early planning.

At the main conference hall in Emera Innovation Exchange, multiple screens and cameras are always in position. At venues where these are add-ons, important visual considerations include:

• Screen size and placement
• Sightlines that aren’t blocked by heads, pillars, or décor
• Multiple screens for wide or deep rooms
• Slides that remain legible from a distance

As a general guide, if anyone has to lean, squint, or guess at what’s on screen, the message is already working harder than it should.

Accessibility is also critical to visual planning. Steve recommends prioritizing:

• Closed captions that are easy to find and read
• Dedicated caption screens when needed
• Clear positioning and proper lighting for ASL interpreters
• Camera shots that include interpreters or caption feeds for remote audiences

Lighting plays a larger role than many people expect. What looks fine in the room doesn’t always translate on camera. Bright whites can blow out, daylight can cause backlighting issues, and dim spaces can flatten presenters on screen. When these factors are considered early, they’re simple to manage.

When visuals are done well, no one comments on them — the audience simply follows along comfortably.

What the Audience Hears

If there’s one thing that defines audience experience, it’s audio.

Steve points out that audiences will tolerate imperfect visuals, but they quickly disengage when they can’t hear clearly — especially online participants.

Audio issues are noticeable almost immediately from the tech table. Good audio requires intention:

• Choosing the right microphones for each speaker
• Having enough microphones, or a plan for managing them
• Assigning a mic runner for audience Q&A
• Providing a clean audio feed for both the room and virtual platforms

Audio is also a major accessibility issue. Captioning quality depends on clean sound, and assistive listening systems rely on consistent microphone use. When presenters drift away from microphones or levels fluctuate, people can be excluded without anyone realizing it.

From the audience’s perspective, good audio feels effortless. From the tech side, it’s one of the most important things to get right.

What the Audience Feels

Seeing and hearing clearly is the baseline — it’s expected.

What separates a good experience from a forgettable one is how the room feels.

When AV works well, Steve explains, the room has energy. Presenters feel supported, audiences stay focused, and everything feels intentional, even though the technology itself fades into the background.

The atmosphere of an event is shaped by many things, and the AV choices play a role.  Audiences may not consciously notice, but are affected by:

• Lighting that guides attention without distraction
• Music that supports transitions and sets tone
• Pacing that feels smooth rather than rushed or stalled
• Camera framing that helps remote viewers feel included

This is especially true for neuro-diverse audiences, and also critical for hybrid events. Remote attendees are far more engaged when the production feels considered — with a single, polished video feed, consistent audio, and a clear sense of inclusion.

Accessibility also contributes to this emotional experience. When people can follow along comfortably — visually, verbally, and contextually — they feel welcome, and that directly shapes how the event is remembered.

The Importance of an Online Moderator

It’s immediately clear when an event has a strong facilitator. They are good at managing energy, setting expectations, and helping audiences understand how they’re meant to participate.

From the tech table at the back of the room, it's clear that hybrid events raise the stakes even further - in these settings, an online moderator is just as important as the in-room facilitator. Key tasks of an effective online moderator include:

• Monitors chat and Q&A
• Brings virtual questions into the room
• Flags technical issues early
• Keeps online participants engaged
• Coordinates breakout rooms

When someone is actively managing the online experience, engagement and accessibility both improve. The strongest hybrid experiences happen when:

• One facilitator focuses on the room
• One moderator focuses on online participants
• And an AV team supports both

AV Tips Summary From the Back of the Room

The goal of any AV team is to work with event planners to create the best possible experience. When planners communicate their vision, allow time for preparation and troubleshooting, and trust the AV team to support the experience, events run more smoothly — even when last-minute changes happen.

From the back of the room, the best shows are the ones where no one is thinking about the technology at all. They’re just seeing clearly, hearing comfortably, and feeling fully part of the moment — and that’s exactly the goal.

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Memorial's Conference and Event Services (CES) team connects convenors with one of the broadest range of venues in the City, as well as Event Services. We're a one-stop shop with space, support, and capacity to manage the details - so your event feels smooth, on-point, and fully supported!  

Contact meet@mun.ca for more information about CES space and services. It’s good to know that all bookings through Conference and Event Services support student innovation and entrepreneurship at Memorial, and that CES is Rainbow Registered, so you can depend on safe, inclusive space for events.

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Meet at Memorial - Insider Tips is a series of blogs from Memorial University's Conference and Event Services team. Follow our socials, or email ktodd@mun.ca with the Subject 'subscribe' to receive 'Event Matters... because Events Matter' the CES e-newsletter and stay in the know when new blogs are published!