Technology & AV Production Flashcards

What is the primary benefit of using a Content Management System (CMS) integrated with an event registration platform?

Answer: It allows planners to update event information, schedules, and speaker bios in one place that syncs across all attendee-facing channels

An integrated CMS enables planners to manage content centrally so updates propagate instantly to websites, apps, and email communications without manual duplication.

Which accessibility technology should a meeting planner specify in the AV order to support deaf or hard-of-hearing attendees during a general session?

Answer: CART (Communication Access Realtime Translation) captioning displayed on a dedicated screen

CART captioning provides real-time word-for-word transcription displayed on screens, making spoken content immediately accessible to deaf and hard-of-hearing attendees.

What is a 'run of show' document in AV production?

Answer: A minute-by-minute timeline listing cues, transitions, speaker changes, and technical actions for the entire event

A run of show is a detailed production timeline that coordinates every technical cue and on-stage action, serving as the master guide for all AV and production staff during the event.

Which factor should a meeting planner evaluate first when assessing a venue's suitability for a technology-heavy conference?

Answer: Available network infrastructure, including fiber optic connectivity and dedicated bandwidth capacity

Network infrastructure quality and dedicated bandwidth capacity are the foundational requirements for any technology-heavy event, affecting all streaming, hybrid, and attendee connectivity needs.

A planner receives a proposal that includes 'labor for load-in, show, and strike' as a single AV line item. What is the best practice when reviewing this?

Answer: Request an itemized breakdown separating load-in, show, and strike hours and applicable union labor rates

Requesting an itemized breakdown allows the planner to identify where hours are allocated, verify union versus non-union rates, and negotiate specific phases if adjustments are needed.

What is the key difference between an 'encoder' and a 'CDN' in the context of live event streaming?

Answer: An encoder converts raw video/audio into a streamable format, while a CDN distributes that stream to viewers at scale

The encoder handles the compression and formatting of the live feed, while the CDN (Content Delivery Network) replicates and distributes that stream across multiple servers globally to support large audiences.

According to best practices for meeting technology, what is the recommended approach when a speaker insists on using their personal laptop for a presentation rather than the AV team's house system?

Answer: Require a pre-event tech check and ensure compatible adapters and a backup copy of the presentation are available on the house laptop

Conducting a pre-event tech check and having a backup on the house system ensures compatibility and provides a contingency if the speaker's laptop fails during the presentation.