11 things to consider as you organise your next event…

At Present, we’re all about reliability, redundancy, resilience. When it comes to technology, we know how to make it work and ensure it keeps working.

Often those are technology problems. Sometimes we need to look at our systems and processes.

When you’re thinking about your next event, conference or activation, consider these 11 things.

Define your goals – this will impact who is invited to be in the audience and on the stage.  It will impact whether your viewers are invited to be in the room or online.  And it will determine how the event as a whole is delivered.

Assign clear responsibilities – when things go wrong, who needs to know and who is fixing it.  That can be anything from the AV, audio and streaming to the lunch times, car parking situation and fire evacuation procedures.

Choose the right venue, or not – are you going virtual, hybrid or in-room only, in the city or the countryside?  Big room or lots of smaller groups?  Catering on site?

Test everything – when it comes to technology, test everything.  Never assume anything works.  This goes for wifi too! And know what the backup plan is too.

When it comes to AV, the basics are really simple –  Make sure everyone can be seen and heard everywhere. If you’re unsure, use a professional.

Design your schedule and your content for you audience – if you have an online audience, make sure they’re not treated like second class guests.   Different delegates have different requirements in terms of schedules.  Remember attention spans. 

Communicate with your speakers – be clear on expectations.

Make your event accessible to all – have you considered those who have poor eyesight, poor hearing or other physical disabilities?

Engage with your audience – make your event interactive and fun (where appropriate).

Record & repurpose – you’ve spent a lot of time and effort curating the perfect content.  Make it evergreen.

Measure & track – what worked and what didn’t?  Which speakers were popular?  What did the audience enjoy.  Track numbers, movements and engagement rates.

The AV Checklist You Didn’t Know You Need

AV isn’t just about pressing buttons and hoping for the best. It’s about ownership, redundancy, and clarity. Whether you’re running a boardroom presentation or a full-blown conference, these are the three questions every organiser should ask before going live.

✅ 1. Who’s responsible, especially when something breaks?

Everyone assumes someone else is handling it until it stops working.

Every element of your AV should have a clearly named person responsible:

  • Who’s switching the slides?
  • Who’s monitoring the audio mix?
  • Who’s monitoring the stream in case it fails?

Don’t rely on venue staff or your own team to “figure it out on the day.” Clear roles (with clear escalation paths when things go wrong) are the difference between a slick recovery and a visible flop.

✅ 2. What’s the backup plan?

Things go wrong. That’s not the issue. The issue is what happens next.

  • Is there a second laptop with the deck ready to go?
  • Does the stream have a secondary encoder?
  • Do you have backup internet; not just Wi-Fi, but bonded or 4G failover?
  • What happens if the mic dies mid-panel?

Your plan is only as strong as your Plan B. If it must work, it must be designed with resilience in mind.

✅ 3. Can everyone be seen and heard in the room and beyond?

This is basic and still one of the most common failures.

  • Are all voices clear at consistent levels?
  • Do presenters know how to use the mic confidently?
  • Is lighting adequate for camera and in-room viewing?
  • Can your remote audience actually see the screen or is it just a distant blur?

You’ve curated great content; don’t let poor AV make it inaccessible.

AV is the foundation, not the afterthought.

At Present, we design every system to work and recover so the focus stays on your content, not your cables.

If you want a second opinion before your next event, drop us a message.
Sometimes a 10-minute chat saves really big disaster.


#eventtech #AVsupport #liveevents #hybridevents #checklist #resilience

Communicate with your audience in the way that works for them…

Adam Parry of Event Tech Live talks to Present owner Kieron Garlic about the future of events, comms and tech. So, what was covered.

In today’s fast-paced digital world, how and where you communicate is just as important as what you communicate. Whether you’re delivering a corporate message, marketing a product, or running an event, meeting your audience on their terms isn’t just good practice. It’s essential.

Why Does It Matter?

People consume content differently. Some scroll endlessly through TikTok or Instagram Reels; others prefer long-form podcasts or detailed blog posts. Some engage best with a quick email summary, while others want an immersive video experience. Add in the need for accessibility; captioning, language options, screen reader compatibility and the picture gets even more complex.

Ignoring these preferences means your message risks being missed, misunderstood, or ignored.

Meet People Where They Are: Platform Matters

The key is to distribute your content on the platforms your audience already uses.

  • TikTok and Instagram Reels for younger, mobile-first audiences craving short, dynamic video clips.
  • LinkedIn for professional conversations and B2B messaging.
  • YouTube and podcasts for in-depth storytelling and thought leadership.
  • Email newsletters for direct, personalized communication.

Each platform brings a different tone, format, and user expectation.

Format Flexibility: Long-Form vs Short-Form

Not everyone wants to spend 30 minutes watching a webinar. Short-form snippets, clips, highlights, soundbites are essential for grabbing attention and driving engagement. Yet, long-form content remains crucial for deeper learning and building trust.

The solution? Produce content with the intention of repurposing it:

  • Create longer sessions or interviews, then break them down into bite-sized clips for social media.
  • Complement videos with blog posts or articles for those who prefer reading.
  • Provide transcripts and summaries so people can scan or listen as they choose.

Accessibility: Personalisation Beyond Convenience

True personalisation embraces accessibility as a fundamental part of communication:

  • Offer captioning and sign language interpretation for deaf or hard of hearing audiences
  • Provide language translations and subtitles for global reach
  • Design content platforms with adjustable font sizes, colour contrast, and screen reader compatibility
  • Allow on-demand access so neurodivergent or differently-abled individuals can engage at their own pace

By embedding these features, you not only comply with legal standards but create a genuinely inclusive experience.

The Payoff: Better Reach, Engagement, and Loyalty

When you communicate on your audience’s preferred platform, in their preferred format, and with accessibility in mind, your content becomes more relevant and engaging. It’s no longer a broadcast; it’s a conversation.

This approach drives:

  • Higher engagement rates – people are more likely to watch, read, and share content that fits their habits.
  • Broader inclusivity – ensuring everyone, regardless of ability, can access your message.
  • Stronger brand loyalty – people trust brands that respect their preferences and needs.

Final Thought

In an age of fragmented attention and diverse audiences, the brands and organisations that thrive will be those that put personalisation and accessibility front and centre.

Your message isn’t just about what you say, it’s about how you make your audience feel, seen and heard, on their terms.

Where and how are you communicating today?

Watch the podcast here – Redefining Engagement: Inclusive Strategies in Event Technology with Kieron Garlic and Adam Parry

The Importance of What We Do…

This morning, we had the privilege of working with the Disasters Emergency Committee to broadcast their press conference, raising urgent funds for the relief effort following the tragic earthquake in Myanmar.

In moments like these, the work we do at Present takes on a deeper meaning. We aren’t just providing virtual event and broadcast services – we are ensuring that vital messages reach the right people, loud and clear. We are giving humanitarian organizations a platform to mobilize support when it’s needed most.

Reliability matters. Resilience matters. Our technology and processes are built to handle high-stakes moments like these because we know there’s no room for failure when the message is this important.

It’s an honour to play a role, however small, in efforts that save lives and rebuild communities. This is why we do what we do.

Present has been accredited at new London venue.

Present has been accredited as a supplier at 60 Great Queen Street, Covent Garden, London.

Freemasons’ Hall has rebranded as 60 Great Queen Street, unveiling a fresh, contemporary identity that blends history with innovation. This transformation strengthens its connection to its prime Central London location, positioning it as a versatile, high-profile venue for conferences, product launches, luxury weddings, and fashion shows.

A refreshed colour palette—inspired by the venue’s Art Deco heritage—features taupe, rhubarb, and cream, bringing warmth, elegance, and a modern edge to its new look.

This exciting evolution makes 60 Great Queen Street more accessible, relevant, and desirable for today’s event planners. A historic landmark, reimagined for the future.

Present MD Kieron Garlic says “We’re very proud to have been appointed by 60 Great Queen Street.  The rebrand is exciting and we’re looking forward to working on some great events there.  We see 2025 as a year for ‘big’ events, spectacles and memorable experiences.  Live events are about creating ‘moments’ and this is a great space to do that”.

Present is well known as a highly technical video and broadcast agency but of course, it’s roots are in providing audio visual services to incredible event spaces.  We look forward to working more in this space.

 

60 Great Queen Street

 

Podcasts – increase reach, engagement and accessibility

What’s the best way to engage staff, customers and stakeholders?

It’s a trick question.

There isn’t a ‘best way’. There are multiple methods and the appropriate mix will depend on who you’re trying to reach, where and how. That’s how it’s always been. What’s changed?

There are new channels available.

Staff and customers expect us to communicate with them in ‘their’ preferred method.

We’re now more informed about how our communities are most likely to engage.

I was having a conversation with a client recently about her company’s internal newsletter. She is dyslexic and asked for the newsletter to be audio recorded. The recording was so popular, they now have a regular podcast which has in turn become more popular than the written version.

Increase reach
Better engagement
More inclusive and accessible

What are you doing to reach and engagement with people on their terms?

How is technology changing the broadcast and the content we listen to?

Quality matters…

I’ve said it before, it’s not good enough to just post content. We all do it anyway, but who reads this stuff?

Maybe in the past people read it.

But today, every day, we generate around 400 million terabytes of data. That means every two days, we generate as much information as we did between the dawn of civilization up until 2003 (according to Eric Schmidt).

So how can we make our content stand out. There are plenty of levers.

Innovative marketing
Effective distribution
Paid ads?
Exciting and engaging content (obviously)

The key for me though is exceptional quality. It’s no longer enough to just post. Our content needs to be technically well produced to the highest standard to even stand a chance out there.

We’ve had years of ‘anything goes’. A whole generation watch Big Brother on TV and news broadcasts that consisted of “oh, we seem to have lost them…”. But those days are gone.

I’m going to say it. AT LAST, the age of quality content is back!

Broadcast from any place, any time…

How is it possible to guarantee a broadcast from any location without doing a proper site visit first? Obviously, it isn’t, right? Wrong…

We are excited to announce a significant enhancement to our service offerings at our London-based rental company. Our commitment to providing exceptional live broadcast, webcast, and technical services across the UK has always been our priority. Today, we are proud to introduce new capabilities that allow us to operate in even the most remote locations without the need for a site visit or existing power and internet infrastructure.

We have recently added Instagrid portable batteries to our rental stock. These enable us to run our systems and broadcast technology using battery power.

With our new battery-powered solutions, we can now deliver uninterrupted, high-quality broadcasts and webcasts from virtually any location. Our Instagrid units provide reliable, portable power, while Peplink devices ensure robust connectivity.

This advancement means that whether you are hosting an event in a remote countryside or a corporate function in an off-grid location, we can support your needs seamlessly.

We are enthusiastic about these new capabilities and look forward to bringing our services to even more unique and challenging environments. For more information or to inquire about our services, please do not hesitate to contact us.

Present Communications achieves certification to ISO 20121:2012 Sustainable Event Management

Present have achieved certification to ISO 20121:2012 Sustainable Event Management in relation to its work as a supplier to the events industry, supplying technology and support to the live events, experiential and broadcast sectors.

ISO20121:2012 provides a recognised framework for sustainable event management. Present has prioritized sustainability since its inception almost 20 years ago as an early adopter and supplier of (what is now called) virtual and hybrid event technology.

Present MD Kieron Garlic says “Achieving this certification is testament to the hard work of the team and our continuing focus on sustainability. It also underscores the direction we are taking the business. Remote production and broader connectivity services facilitate the wider reach and impact of the events we work on and the content we produce. I am immensely proud of the team’s efforts and what they’ve accomplished which will ensure moving forward we are not only delivering impactful and valuable services but also delivering them in the most sustainable way”.

Managing Director UK & Ireland at BSI, Matt Page comments “Congratulations to Present for achieving certification to the sustainable events management standard. This certification demonstrates Present’s dedication to both sustainability and purpose from the supplier side of sustainable event delivery. Following a rigorous audit, Present proved vital action had been taken to meet the requirements of the Sustainable Events Management System Standard and consider key environmental, social, and economic impacts. BSI is proud to provide support in this area and will continue to work alongside industry and society to accelerate the adoption of sustainable measures.”

Present have provided audio visual and event technology support for almost 20 years, originally supporting hotels and conference centres with audio visual equipment and event technicians.

From 2008, we have provided video conferencing services for corporate events and on-site webcasting support to streaming platforms (streaming from a laptop wasn’t possible in those days!)

As a video specialist to other audio visual and production companies, online video became core to what we do.

Covid took the business fully virtual for a short while. Our MCR / studio was used for hundreds of live broadcasts over the lockdown period.

Present now provides a comprehensive range of video, streaming, filming, podcast, post production and connectivity services to the events, experiential and broadcast industries.

How do I make my event more accessible?

It’s not only right and fair to make your event inclusive and accessible, but it also increases the value! Quite simply, more people can take part.

Accessibility tools
💚 Induction loops (in-room)
💚Bluetooth for hearing aids
💚BSL / ASL
💚Captions

It seems obvious to say, but the best option is all of the above. That way, people in the audience can chose and even change throughout the day (reducing fatigue). Captions for example are now so popular that 80% of Netflix shows include them. So should we have them on all our events?

And did you know our captioners are often working from home, so there is less travel and environmental impact, as well as a smaller space requirement.