What is LIFE.14's AVS (Audio Visual Solution)? This article introduces its features, benefits, and case studies.
Corporate events often require various services in addition to venue video and audio, such as switching between presentation materials, online streaming, remote presentations, simultaneous interpretation, and photography and videography.
LIFE.14's AVS (Audio Visual Solution) provides comprehensive support for all aspects of video and audio-related work at these kinds of events.
We provide all the necessary equipment and technical staff tailored to your event's content and venue, offering comprehensive support for video, audio, streaming, and filming through a single point of contact. This eliminates the hassle of contacting multiple companies individually, allowing you to manage all the necessary technical preparations for your event in one place.
This article introduces the services that LIFE.14's AVS can provide, the benefits of using it, and real-world examples of its use.
What is LIFE.14's AVS (Audio Visual Solution)?
LIFE.14's AVS (Audio Visual Solution) is a service that provides comprehensive technical support for video, audio, streaming, and filming necessary for corporate events.
Events often require various adjustments, such as projecting materials and videos onto a screen, adjusting microphone and speaker audio, online streaming, and photography and videography.
At AVS, instead of arranging these tasks individually, we select the necessary technologies and equipment according to the content of the event and provide consistent support.
The main measures taken are as follows:
Displaying and switching between documents and videos on the screen.
Operating video equipment such as projectors
Audio management for microphones, speakers, etc.
Online streaming
Photography and videography
Arrangement of necessary video and audio equipment
Operating equipment and dealing with technical problems during the actual performance.
Production of recorded data and video content after the event.
If the venue's facilities are insufficient, we can discuss additional equipment options.
Before the actual broadcast, we conduct a technical rehearsal to check that the video, audio, and streaming functions work as planned.
On the day of the event, technical staff will be in charge of operating the equipment and switching between video and audio as needed, allowing the organizers to focus on running the event and assisting participants.
Furthermore, if you wish to preserve photos or videos, we can handle everything from initial consultations and shooting to selection and editing after the event.
In addition to recording the event, we can also discuss content such as digest videos that can be used for subsequent information dissemination.
Even in situations where "the venue has the equipment but no staff who can operate it" or "it's difficult to manage the entire process, including live streaming, with only in-house staff," AVS's strength lies in its ability to tailor the necessary support to the specifics of the event.
Business events where AVS is required
AVS can be used for business events that require support for multiple technologies, including video, audio, streaming, and filming.
The main events where we often receive inquiries about AVS are as follows:
conference
Seminars and lectures
Symposium
Press conference/Press event
Company event
International events
Hybrid event
Events with online streaming
For example, conferences and press conferences require technical adjustments to match the flow of the event, such as adjusting microphones, switching between documents and videos, and displaying information on screens in the venue.
Furthermore, if there are online participants or remote speakers, it is crucial to manage the video and audio for both the in-person and online audiences.
For international events requiring simultaneous interpretation, equipment and an optimal audio environment are essential to ensure that the voices of both speakers and interpreters are transmitted clearly.
The necessary equipment and staff will vary depending not only on the scale of the event, but also on factors such as the number of speakers, the method of projecting materials, whether or not online participation is required, and whether or not filming or recording is necessary.
AVS provides technical support tailored to each event, handling everything from preparation to the actual event.
AVS case study from LIFE.14
LIFE.14 provides technical support such as video, audio, streaming, filming, and simultaneous interpretation for events involving embassies, international organizations, public institutions, companies, and other organizations.
The main AVS examples are as follows:
[Technical Direction] Switzerland-Japan Economic Forum 2024
[Hybrid Streaming & Simultaneous Interpretation] TICAD 9 Partner Project
[Hybrid Streaming] NORDIC TALKS JAPAN
[Simultaneous Interpretation Streaming] Doctors Without Borders
[Hybrid Streaming & Filming] New Capitalism in Japan and a Nordic Perspective
[Hybrid Streaming/Filming] NetZero and Transition Finance
[Online Event Streaming & Filming] Latest Technology Trends and Business Development Benefits in Switzerland, a Blockchain Advanced Country
[Hybrid Streaming] Announcement of Consulate in Osaka / Swissnex in Japan
[Hybrid Streaming & Filming] KOALA CAMP
Let's take a closer look at each case below.
[Technical Direction] Switzerland-Japan Economic Forum 2024
At the "Switzerland-Japan Economic Forum 2024," organized by the Swiss Embassy in Japan and the Swiss Chamber of Commerce and Industry in Japan, I was in charge of technical direction, including sound and screen management at the venue, as well as online streaming.
The system manages video and audio to match different programs, such as lectures, panel discussions, and musical performances.
I was in charge of the venue's sound and screen management, as well as online streaming, providing technical support for the event.
This is an example of handling multiple video and audio tasks for a forum that combined in-person attendance with online viewing.
[Hybrid Streaming & Simultaneous Interpretation] TICAD 9 Partner Project
At the "TICAD 9 Partner Project" organized by the EU-Japan Centre for Industrial Cooperation, I was responsible for providing technical support for the hybrid event, which combined in-person and online participation.
We handle everything from taking photos at the venue to setting up and operating streaming equipment, establishing an audio environment including simultaneous English-Japanese interpretation, and switching between presentation videos and supporting materials.
Furthermore, I was also in charge of recording data for distribution and producing highlight videos.
Hybrid events require proper management of both the audio heard at the venue and the audio delivered online.
This is an example of providing comprehensive support, from streaming and simultaneous interpretation to filming and video production.
[Hybrid Streaming] NORDIC TALKS JAPAN
I was in charge of on-site photography and online streaming for "NORDIC TALKS JAPAN," an event hosted by the embassies of five Nordic countries.
We installed streaming equipment in the hall where the event was held, and displayed the video feeds of the guests participating from overseas on monitors in the venue. This created an environment where local participants could easily follow the expressions and content of the remote speakers' presentations.
Even in venues that aren't dedicated event streaming studios, you can connect online and in-person participants by combining the necessary video and audio equipment.
This is an example of how an existing hall was transformed to accommodate hybrid events.
[Simultaneous Interpretation Streaming] Doctors Without Borders
For Doctors Without Borders (MSF)'s online event, I was responsible for providing technical support for the online broadcast, including simultaneous interpretation in Japanese and Korean.
We established multiple audio channels to deliver Japanese and Korean interpretation audio separately, ensuring that each participant receives the necessary audio.
Furthermore, preparing for communication problems is crucial for online events. We prepared backup communication routes and conducted pre-event rehearsals to check the video, audio, and communication environment as if it were the actual event.
This is an example of designing an event that connects multiple languages and locations, including not only video but also interpretation audio and communication infrastructure.
[Hybrid Streaming & Filming] New Capitalism in Japan and a Nordic Perspective
I was in charge of on-site photography and online streaming for the "New Capitalism in Japan and Nordic Perspectives: 3rd Seminar - Childcare and Family Policy," hosted by the embassies of the five Nordic countries.
The seminar, which involved multiple organizations and speakers, was not conducted solely at the venue, but was also offered in a hybrid format that allowed for online viewing.
We filmed the speakers and the discussions taking place in the venue, and delivered the footage to online participants.
Even in seminars focusing on policy or social issues, effectively delivering video and audio makes it easier to share the content with participants outside the venue.
This is an example of AVS (Audio Video System) combining filming and online streaming.
[Hybrid Streaming/Filming] NetZero and Transition Finance
For the event themed "Net Zero and Transition Finance," I was in charge of on-site photography and online streaming.
The event included keynote speeches and panel discussions, and was held in a hybrid format, allowing both in-person attendees and online viewers to participate.
The presenters' videos and presentation content were filmed and streamed to online participants in real time.
This is an example of how a business event held at a venue can be made available for online viewing.
[Online Event Streaming & Filming] Latest Technology Trends and Business Development Benefits in Switzerland, a Blockchain Advanced Country
I was in charge of filming and streaming for an online event hosted by the Swiss Embassy in Japan (Swiss Business Hub).
The event features presentations and panel discussions by multiple speakers, and the content is streamed online as video.
[Hybrid Streaming] Announcement of Consulate in Osaka / Swissnex in Japan
At the event announcing the establishment of the Swiss Consulate General in Osaka, I was in charge of the hybrid broadcast, connecting the venue with speakers in remote locations.
We set up streaming equipment, monitors, and speakers at the venue to create an environment that delivers video and audio from speakers participating remotely to the venue.
In addition, we set up an operation space to manage the streaming and sound, and adjusted the venue's microphones and streaming audio.
In a hybrid event, it's not enough for attendees at the venue to hear from remote speakers; the video and audio from the venue must also be delivered appropriately to the online audience.
This is an example of hybrid streaming that connected the venue with remote speakers through the setup of streaming equipment, placement of monitors and speakers, and management of streaming and sound.
[Hybrid Streaming & Filming] KOALA CAMP
For "KOALA CAMP," we were in charge of live streaming, connecting multiple locations both domestically and internationally, with the Australian Embassy in Tokyo serving as the main venue.
The event featured a variety of programs, including cooking and music, streamed online, connecting performers who were located in different venues or overseas.
This is an example of a project where we handled filming and distribution, connecting multiple locations including the Kamaishi studio and various locations in Australia, to deliver a diverse program over approximately 8 hours.
LIFE.14's AVS event support scope
AVS offers a wide range of services, including not only the preparation and operation of video and audio equipment used at venues, but also other related support.
The main areas of coverage are as follows:
Venue screen and video design
Management of presentation materials and video content
Microphone and venue sound design and operation
Support for online streaming and hybrid events
Event documentation through photographs and videos
Below, we will take a closer look at each of the responses.
Venue screen and video design
AVS provides a video environment that allows participants to view presentation materials, videos, and online presenter footage in an easy-to-understand format.
We will determine the video equipment to be used and how to operate it while checking the size of the venue, the view from the audience seats, and the content to be displayed.
The main measures taken are as follows:
screen
projector
monitor
Switching between videos
Video display inside the venue
Sending video to online streaming
For example, it's possible to design the content displayed on each screen to match the progress of the presentation, such as displaying presentation materials on a large screen while simultaneously showing online presenters on a separate monitor.
In addition to preparing the equipment, we also organize in advance "which video to display on which screen and at what timing," and then operate it according to the schedule on the day.
Management of presentation materials and video content
AVS also supports the management of materials and videos displayed on screens and streaming platforms.
The main items to be managed are as follows:
Presentation materials such as PowerPoint
movie
Opening video
Materials for each speaker
Video of online presenters
Content to be displayed at the venue and on the live stream screen
For events with multiple speakers, we organize the data to be used in advance to prevent mix-ups of materials and discrepancies in display timing.
During the rehearsal before the actual performance, we display and play the materials and videos that will actually be used, and coordinate the timing of video transitions and operations.
If using videos, please check the file format and whether or not there is audio in advance to prepare for playback on the day of the event.
Microphone and venue sound design and operation
AVS ensures a complete audio environment, including not only the speakers' voices but also the audio from videos, background music, and the voices of online speakers.
The main measures taken are as follows:
Speaker microphone
Microphone for Q&A
BGM
Audio from the video
Audio of online speakers
Venue volume control
Adjusting the volume on the streaming side
Especially in hybrid events, we manage the audio played at the venue and the audio streamed online separately.
For example, we can adjust the system so that the audio from the venue's microphones is delivered to online participants while the voices of online speakers are played through the venue's speakers.
When providing simultaneous interpretation, it is possible to separate the audio of the speaker and the interpreter and configure the audio path so that each audio is delivered to the participants.
AVS's role is to create an environment where audio can be delivered to both the venue and online, in accordance with the event's progress and distribution method.
Support for online streaming and hybrid events
LIFE.14 also provides technical support for online events and hybrid events that combine in-person and online participation.
The main measures taken are as follows:
Production and transmission of streaming video
Filming of the venue
Responding to online presentations
Audio management for both the venue and online
Switching between materials and speaker videos
Setting up streaming equipment
Equipment operation during live streaming
Responding to technical problems
Recording and archiving
We can also discuss live streaming options using Zoom, YouTube, and other platforms, tailored to the purpose of your event and how participants should attend.
In addition to dedicated studios, we can also set up the necessary equipment in conference rooms, hotels, halls, and other locations to create a suitable streaming environment.
If there are speakers participating remotely, the video and audio of the online speakers will be transmitted to the venue, while the video and audio from the venue will be transmitted to the online participants.
Event documentation through photographs and videos
LIFE.14 offers not only on-site photography and video recording on the day of the event, but also video production services utilizing the captured footage.
The main filming and production details are as follows:
Event photos
Documentary footage
Highlight video
Video content for social media
Video for internal sharing and internal communications.
The filming methods and production content differ between a video that records the event from beginning to end and a highlight video that summarizes the best parts in a short format.
For example, if you want to watch a lecture or training session later, you can save the content of the presentation and the day's proceedings as a video recording.
On the other hand, if you want to showcase the event on your website or social media, we can also create short highlight videos that capture the atmosphere and key points of the venue.
Before filming begins, we'll discuss "why you want to create this video" and "who you want to show it to," and then we'll determine the filming and production details based on that purpose.
Benefits of using AVS in LIFE.14
At an event, it's necessary to coordinate the various technical aspects, such as video, audio, streaming, and filming, to ensure they all function in sync with the event's progress.
With AVS, you can consult with us about all these technical aspects at once, making it easier to proceed with adjustments from preparation to the actual event.
The main advantages are as follows:
A single point of contact for video and audio-related matters can be established.
This will make it easier for each technical staff member to collaborate.
This makes it easier for organizers to focus on planning and running the event on the day.
It becomes easier to assemble the necessary equipment and setup to suit the venue and event content.
Technical staff can handle any problems that may arise on the day.
Below, we will take a closer look at the advantages of each.
A single point of contact for video and audio-related matters can be established.
If you hire separate companies for video, audio, online streaming, and filming, you'll have to explain the event's content, schedule, and venue facilities to each of them.
With LIFE.14's AVS, you can entrust all of these technical aspects to us in one go.
For example, if there are changes to the speakers or the program content, it becomes easier to check all of these effects on the video, audio, and streaming.
Another advantage is that it reduces the burden on event organizers in terms of coordination, as it minimizes communication with multiple vendors.
This will make it easier for each technical staff member to collaborate.
During the event, we will provide the following technical support as the event progresses.
Switching between videos
Microphone volume adjustment
Camera shooting
Online streaming
For example, it may be necessary to coordinate the display of materials in sync with the speaker's beginning to speak, while simultaneously broadcasting the speaker's audio to both the in-person and online audiences and switching camera feeds.
At AVS, those in charge of video, audio, and streaming share the same workflow and coordinate their respective roles and timings in advance.
By clearly defining who is responsible for what, it becomes easier to coordinate even in events involving multiple technical staff members.
This makes it easier for organizers to focus on planning and running the event on the day.
It's not easy for event organizers to manage speakers and participants while also checking video switching, microphone status, and streaming status.
By entrusting the technical aspects to specialist staff, the organizers can focus more on planning and operational tasks such as guiding speakers, assisting participants, and managing the overall event.
It becomes easier to assemble the necessary equipment and setup to suit the venue and event content.
The equipment and staff needed for an event are not determined solely by the number of participants.
For example, the required video and audio equipment will vary depending on the following factors.
Number of speakers
Content to display on the screen
Question and Answer Method
Whether or not online streaming or remote presentations are available
At AVS, we first confirm the event's content and what you want to achieve, and then, taking into account the facilities available at the venue, we determine the necessary equipment and staff.
If you can utilize the equipment already at the venue, you can add only the equipment that is lacking.
Technical staff can handle any problems that may arise on the day.
On the day of the event, there is a possibility of technical problems such as "no video appearing on the screen," "no sound coming from the microphone," or "inability to connect with online presenters."
At AVS, technical staff monitor equipment operation and connection status during live broadcasts, and make adjustments as needed if problems occur.
Therefore, it reduces the burden on the organizers of having to investigate the cause themselves or operate the equipment, allowing them to concentrate more on the event's progress and participant support.
Furthermore, depending on the event, it's possible to check for backup equipment and communication environments, and to organize procedures in advance for dealing with any problems that may arise.
Through technical support during rehearsals and the actual event, we will help minimize any impact on the event's progress due to any unforeseen problems.
The process from initial consultation about LIFE.14's AVS to the event itself.
At LIFE.14's AVS, we first confirm the purpose and content of the event, prepare the necessary video, audio, and streaming environment, and then proceed to rehearsals and the actual event.
If you require photography or recording services, we will handle everything from the completion of the event to the delivery of the photos and videos.
The main steps from initial consultation to event hosting are as follows:
flow | Content |
1. Interview about the purpose and content of the event. | - Confirm what you want to achieve at the event. - Compile the decided details, such as the number of participants, venue, speakers, program, and whether or not it will be streamed online. |
2. Design of necessary video and audio equipment | Based on the event content and venue facilities, we design the necessary equipment and staffing arrangements, including screens, cameras, microphones, and streaming equipment. |
3. Confirm the venue and presentation materials in advance. | - Check the equipment installation location, power supply, and internet environment. - Confirm the data and environment to be used during the actual presentation, including presentation materials, videos, and connection methods for online presenters. |
4. Equipment delivery, setup, and rehearsal | - Set up the necessary equipment at the venue and check that video, audio, document display, and online streaming are working without any problems. ・Technical rehearsals will also be conducted to match the actual performance schedule. |
5. Event Operation | Depending on the day's schedule, we will handle tasks such as switching between video feeds, adjusting microphone volume, displaying materials, online streaming, and supporting remote presentations. |
6. Deliver photos, videos, and archives. | - If filming or recording has taken place, the data will be organized and edited according to the predetermined plan. - Deliver photos, video footage, highlight videos, etc. |
The content of the video production varies depending on the purpose, ranging from a documentary recording of the lecture to a short highlight video summarizing the best parts of the event.
Therefore, if you wish to have filming or recording done, it is helpful to share in advance what you want to preserve, where you will use it, and in what format you would like the footage delivered. This will ensure a smooth process, including its use after the event.
It's helpful to organize your thoughts before requesting an AVS for LIFE.14.
When consulting with us about AVS, it would be helpful if you could organize as much information as possible about the event's overview and "how you would like to hold it" to make the meeting go more smoothly.
To determine the necessary video and audio equipment and staffing arrangements, the following are some key points to confirm in advance:
Date and time
Venue or potential venue
Planned number of participants and breakdown between in-person and online attendance.
Event Program
Number of speakers
Online participation
Whether or not online streaming is available and preferred streaming platform.
Slides and videos to be used
Whether or not photos and videos were taken.
Availability of simultaneous interpretation and multilingual support, and target languages.
If you want to preserve photos or videos, please let us know your purpose, such as "I want to record the entire event," "I want to create a short highlight video," or "I want to use it on my website or social media." This will help us determine the necessary shooting and editing content.
However, you don't need to decide everything before you consult with us.
Even if the venue and streaming method haven't been decided yet, we'll work together to consider the necessary technologies and methods for holding the event, while sharing the event's objectives and what's already been decided.
Even if you haven't decided on your video and audio specifications yet, please feel free to contact LIFE.14.
Corporate events require a combination of various technical services, including video, audio, streaming, and photography, tailored to the specific needs of the event.
With LIFE.14's AVS, you can consult with us through a single point of contact regarding the necessary equipment, technical staff, and streaming environment, depending on the content and venue of your event.
If you are planning a conference, seminar, international event, hybrid event, or similar event, please first tell LIFE.14 about what you would like to achieve and what has been decided so far.
# Audio Visual Solution
![[Photography and video production] EU-Japan Centre for Industrial Cooperation "55th WCM Program"](https://static.wixstatic.com/media/a17cef_25b5f3045e9b455bb15e20b677bd5fbc~mv2.jpeg/v1/fill/w_1000,h_1000,fp_0.50_0.50,q_30,blur_30,enc_avif,quality_auto/a17cef_25b5f3045e9b455bb15e20b677bd5fbc~mv2.jpeg)
![[Photography and video production] EU-Japan Centre for Industrial Cooperation "55th WCM Program"](https://static.wixstatic.com/media/a17cef_25b5f3045e9b455bb15e20b677bd5fbc~mv2.jpeg/v1/fill/w_1168,h_1168,fp_0.50_0.50,q_90,enc_avif,quality_auto/a17cef_25b5f3045e9b455bb15e20b677bd5fbc~mv2.jpeg)
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