Causes and solutions for equipment problems | How to ensure smooth running of meetings and conferences

LIFE.14 inc
1 day ago
22 min read

Equipment problems that occur during meetings and conferences can disrupt smooth progress and reduce participant satisfaction.

I'm sure everyone has experienced problems such as no audio, no video, or interrupted streaming at least once.

In fact, various problems occur at live streaming and hybrid events, such as audio and video issues and connection problems.

In this article, we will explain the causes and solutions to equipment problems that often occur at meetings and conferences.

Equipment problems that tend to occur at meetings and conferences

Meetings and conferences tend to be prone to problems in the areas of audio, video, and networking.

By taking a bird's-eye view of where problems are likely to occur and anticipating them in advance, you can reduce anxiety during the actual event.

The following are common problems that can occur on-site:

Audio
Video
Network
Peripheral equipment

Below we will look at some specific examples for each category.

Audio

Problems with audio equipment directly affect participants' impressions and satisfaction, so advance preparation and checking is important.

If the microphone is malfunctioning and speech cannot be heard, or if there is noise making it difficult to hear, it will ruin the overall impression of the event.

Therefore, it is important to understand the causes of audio-related problems and take careful measures to prevent them.

The most common problems with audio systems are as follows:

howling
Distortion and noise
Wireless microphone cuts out

We will explain the causes and countermeasures for each.

At LIFE.14, by combining our own equipment with the venue's facilities, we are able to maintain stable audio even in venues with strong echoes or where multiple speakers are speaking in multiple languages.

If you have any concerns about the audio quality, please feel free to contact us in advance.

Click here for details of LIFE.14 services

howling

Feedback (microphone feedback) is an unpleasant high-pitched squeal that occurs when sound picked up by a microphone is played back through a speaker and then returned to the microphone.

Feedback is likely to occur depending on the distance and angle between the microphone and speaker, as well as the reverberation conditions in the venue, and is particularly common when multiple microphones are used simultaneously.

The actual causes of feedback include the following:

The microphone is too close to the speaker, or the microphone is facing directly towards the speaker.
There are many microphones in use, and the sound picked up by other microphones is looped.
The structure of the venue and the wall materials make it easier for certain sound ranges to resonate.

The basic solution is to adjust the volume balance and review the placement of the microphone and speakers.

By appropriately controlling the microphone input and speaker output levels, we create an environment where sound does not circulate.

It is also effective to position the microphone so that it does not face directly at the speaker, and if possible, switch to a more directional microphone.

When multiple people are participating in the same web conference, feedback can be prevented by using earphone microphones and muting everyone except when speaking.

Distortion and noise

Distortion is a phenomenon in which audio sounds distorted and crackled, and is mainly caused by input gain being too high.

The main causes and solutions are as follows:

Type of problem	Main causes	Specific example situations	countermeasure
Distorted sound (crackling sound)	The microphone input gain is too high and exceeds the capabilities of the equipment (clipping)	・The speaker's voice is loud, but the input level is not lowered - The level meter on the mixer is always lit red	- Adjust the input level based on the actual voice volume during rehearsal - Set so that it does not exceed 0dB even at peak times - Review the automatic gain control (AGC) function to suit the environment.
Noise (buzzing noises, etc.)	Equipment or cable failure ・Poor contact - Disconnection, power supply noise	- The cable is about to break or the plug is loose The connector is rusted ・It shares the same power source as lighting equipment and PCs	- Check the contacts by unplugging and plugging in the cables and connectors - If there is oxidation or rust, clean or replace it. ・Replace any cables that are close to breaking as soon as possible. ・Check for abnormal noises such as buzzing or crackling during rehearsals. ・Sound equipment uses a separate power supply from lighting and PCs

Wireless microphone cuts out

Wireless microphones are convenient for meetings, but they also have some unstable aspects such as sound cutting out and noise.

The main causes of problems with wireless microphones and solutions to them are as follows:

Cause of the problem	Main causes	Specific example situations	countermeasure
Frequency Interference	The frequency band overlaps with other wireless devices, causing radio wave interference and audio dropouts and noise.	- A venue where many wireless devices such as translation receivers, wireless LAN, and intercoms are in operation -Multiple devices using the same frequency band (2.4GHz, etc.)	- Perform a frequency scan before use and select an interference-free band ・Use the automatic selection function instead of fixing the frequency ・Review the placement of Wi-Fi routers and Bluetooth devices and increase the distance between them.
Distance from receiver/obstructions	- The distance between the microphone transmitter and the receiving antenna is too far - Or it is blocked by people, walls, equipment, etc.	・The stage and receiver are far apart ・The human body gets in between the signal and weakens it. ・The receiving antenna is hidden behind a wall or in a metal rack	・Install the antenna in a location with good visibility (stage side, high up) ・Use an antenna extension cable or splitter if necessary. - Adjust the antenna angle to avoid being shaded by spectator seats or walls
Battery level and deterioration	The transmission output becomes unstable due to low battery power or deterioration of the rechargeable battery.	・The sound cuts out about 30 minutes after starting use. -Usage time is extremely short even when fully charged	- Replace with a new or fully charged battery before use. - Understand the lifespan of rechargeable batteries and update them regularly ・For long events, keep spare microphones and batteries on hand and prepare a system for replacement.

Video

Video problems can also affect the speaker's progress and participants' understanding.

If your presentation materials don't project properly or the image is distorted and unreadable, your valuable content will not be conveyed.

Especially when online distribution is involved, any disruption in video quality will directly lead to a decline in distribution quality.

Therefore, it is important to properly configure your video equipment and maintain stable output.

Here we will introduce some common problems that occur in video systems.

Projector projection is distorted
The screen display is choppy
There is a delay in the video being streamed

From here, we will explain the causes and countermeasures for each.

In addition, our company, LIFE.14, has the technology to simultaneously manage both screen projection and online distribution, integrating speaker materials and video footage of external speakers in one place.

Even with the complex video configurations typical of international conferences, it is possible to operate the system without interruptions or disruptions.

Click here for details of LIFE.14 services

Projector projection is distorted

When trying to project an image onto a presentation projector, problems such as the screen flickering or cutting out are common at venues.

The causes and solutions for projector problems are as follows:

Cause of the problem	Main causes	Specific example situations	countermeasure
Cable breakage/deterioration	Signal interruption due to internal breakage of HDMI/VGA cable or worn terminals	- Cables that have been used for many years are bent strongly or fixed in a pulled state. - The connector is shaky and the image disappears for a moment.	・Replace cables and keep spares if they have been used for a long time. - Avoid excessive bending or tension, and route the cables with plenty of slack without bundling them. ・Perform regular checks using a wire break detector
Deterioration of conversion adapters and multiple connections	The signal weakens as a result of deterioration of the conversion adapter or connecting multiple conversions.	-Multiple conversions such as "USB-C → HDMI → VGA" are used ・The conversion adapter is frequently plugged in and unplugged, causing wear on the contacts. ・The adapter becomes hot and unstable	- Use a single conversion whenever possible (e.g. USB-C to VGA direct connection) ・Replace the conversion adapter regularly - Select high-quality products and avoid multiple connections
Incorrect resolution or input settings	The settings on the PC and projector do not match.	- The PC output destination is set to "Extended Display" or another monitor - The resolution is not compatible with the projector (e.g. 4K output → Full HD projector) - The projector's input switch is set to a different port	- Check the "output destination" and "resolution" on the PC and change them to a resolution compatible with the projector. - Select "Mirroring" or "Duplicate display" - Set the projector's input switch to the correct port
Compatibility between devices (differences between manufacturers)	Video signals are not recognized due to differences in model and manufacturer specifications.	・When I connect a new PC to an old projector, the image doesn't appear. - Compatibility issues between specific manufacturers (e.g., Apple PCs and older EPSON models)	-Update the projector firmware - Use an EDID-compatible distributor for relaying

The screen display is choppy

You should also be careful of the presentation video being displayed on the large screen or monitor at the venue cutting out intermittently.

Below are some typical causes of screen display problems and solutions.

Cause of the problem	Main causes	Specific example situations	countermeasure
Poor quality of HDMI cable and signal attenuation due to long length	HDMI signals will weaken over a certain distance, causing the image to cut out or disappear.	- Using an HDMI cable longer than 10m - A cheap, thin cable is used, causing the image to disappear midway. - International conference venues where the stage and control panel are more than 20m apart	- For transmissions over 10m, use a fiber optic HDMI cable or an SDI cable + converter. - Use high-quality, thick cables and avoid using long cables. ・Strengthen relays with signal repeaters and active cables - Test the footage in advance with the actual length
Interference (noise effects) along cable wiring routes	Signal errors occur due to electromagnetic noise from high voltage, motors, and lighting cables.	- The HDMI cable is routed alongside the power cable and motor wiring. - Wiring is routed near lighting equipment or power strips	・Connect the HDMI cable to a ・Separate wiring from lighting cables Use high-quality shielded cables where necessary - Crossings with power lines are at right angles to minimize noise interference ・Plan cable routes in advance to prevent mixing during temporary installation

There is a delay in the video being streamed

For events that involve online streaming, video lag is also an issue that cannot be overlooked.

The following table summarizes the causes of delays in streaming video and countermeasures.

Cause of the problem	Main causes	Specific example situations	countermeasure
Delay due to internal processing of the switcher	・Video switchers temporarily store video internally (frame buffer processing) to synchronize the frame rates and resolutions of multiple inputs. ・This synchronization process is one of the causes of delays	- When switching between multiple cameras, there is a slight delay in switching the video. - Uses DVE (digital effects) or picture-in-picture processing ・Inexpensive cameras and switchers are used in combination	- Use a high-performance switcher to avoid unnecessary effects processing - Match video input to a unified frame rate and resolution - Check and adjust camera switching delays during rehearsals
Encoder settings and processing load	The streaming encoder (or PC software) is set to a high load and cannot keep up with the processing.	・Distributed at high resolution and high bit rate settings - You are using OBS or similar on a PC with insufficient CPU/GPU performance. - Many background applications are running	・Adjust the distribution bit rate and resolution to suit the line and equipment performance (e.g. 1080p → 720p) ・Optimize encoding method (hardware/software) according to PC specifications ・Close unnecessary apps and configure your PC for streaming only ・Use dedicated hardware encoders if possible
Mixing and multi-relay of input video	Since different transmission paths such as HDMI direct connection video and remote video are processed simultaneously, delays occur due to synchronization adjustment.	・Simultaneous handling of venue cameras and online broadcast footage ・Zoom screen and camera image are combined and output ・Videos from multiple locations are being switched	- Measure the delay difference of input video in advance and adjust to minimize synchronization ・Use a dedicated line or low-latency protocol (SRT, etc.) for remote video - Minimize compositing processes (such as PiP) to reduce the load - If possible, unify the encoding settings at each location.

Network

In a live streaming event, disruptions to the network environment can have a fatal impact.

No matter how good your audio and video are, it's no good if your internet connection is unstable and the broadcast itself stops.

Especially for hybrid events, attention must be paid to both the on-site and online aspects, and networks are literally lifelines.

Network equipment problems include the following:

The broadcast is interrupted
Viewers experience a decrease in image quality

From here, let's take a look at the causes and solutions for each.

Furthermore, our LIFE.14 distribution team operates in a structure that allows us to quickly respond to network reconstructions and configuration changes on-site.

We are also accustomed to the multi-site connections and remote presentations that are common at international conferences, and we are able to achieve stable operation even in locations with high communication loads.

Click here for details of LIFE.14 services

The broadcast is interrupted

When the video or audio suddenly stops or cuts out during a live broadcast, it can be frustrating for viewers.

Below are the main causes of interrupted streaming and solutions.

Cause of the problem	Main causes	Specific example situations	countermeasure
Insufficient bandwidth on the line	・Insufficient upload bandwidth limits encoder transmission Packet loss occurs	・You are using the venue's shared internet line ・Other users are simultaneously using video or large-volume data communications. ・Many visitors' devices are connected to the shared Wi-Fi	・Secure a dedicated wired line for distribution (ensure an upload speed at least twice the video bitrate) - Use a LAN cable connection instead of a shared Wi-Fi ・Conduct communication tests with the venue in advance to measure bandwidth ・Prepare a mobile router or a dual-line configuration as a backup
Instability of the network itself	Intermittent communication due to LAN device malfunction, radio wave interference, or problems on the ISP (telecommunications carrier) side	・Wi-Fi signal strength is unstable and the video stops ・Sound skips ・There are many other wireless devices in the same frequency band ・Overheating of routers and switches ・Restart	- Wired connection is the basis, with Wi-Fi used as a secondary - When using wireless, prioritize the 5GHz band and delete unnecessary SSIDs ・Check routers and switching hubs in advance and prepare spare devices. ・Prepare a backup line in case of ISP failure
Load on streaming equipment and PC	The CPU/GPU cannot keep up with the encoding process, and packets cannot be sent in time.	- When using OBS or streaming software, CPU usage is always 100% ・Streaming video is choppy ・Stop - Share documents and launch other apps simultaneously on the same PC	・Separate the PCs used for streaming and operation -Adjust encoding settings (resolution and bit rate) to suit the equipment performance - Stop unnecessary apps and tasks - Reduce CPU load by using GPU encoding (NVENC, etc.)

Viewers experience a decrease in image quality

Complaints from viewers such as "The streaming video is choppy" or "The picture quality is poor" could lower the event's rating.

The following table summarizes the causes of perceived degradation in image quality and the solutions to these problems.

Cause of the problem	Main causes	Specific example situations	countermeasure
Bit rate and line condition mismatch	The video settings (resolution and bit rate) for streaming do not match the network speed, causing data processing to be unable to keep up.	・High resolution (4K, high bit rate) streaming is being delivered, but viewers' internet connections cannot keep up. ・Playback is choppy or stops midway ・Adaptive streaming on YouTube etc. automatically reduces image quality	- Limit the distribution bit rate to 70-80% of the line speed ・When streaming at 1080p or higher, ensure a stable upload connection (10Mbps or higher) - Conduct viewing tests in advance to confirm playback stability in the viewing environment - Adjust the resolution to 720p etc. if necessary
Concurrent viewer load	A large number of viewers may be concentrated, temporarily reducing the processing capacity of the distribution server (CDN) and platform.	- Image quality becomes poor when accesses increase suddenly, such as immediately after the start of an event. - The video is interrupted or the audio is out of sync	・When streaming on a large scale, contact the platform (YouTube Live, Vimeo, etc.) in advance to request load management measures. ・Use a dedicated CDN and streaming server ・Pre-test distribution should be done during off-peak hours
Dual-sided loads in hybrid events	High-quality video output for both the venue and online distribution is being processed simultaneously, resulting in excessive distribution load.	- High-resolution video is output to the venue screen and streamed at the same quality. ・The bitrate is too high, causing processing slowdown on the distribution side.	- Prepare separate video signals for the venue and for distribution (separate resolutions) ・Reduce the resolution for streaming (e.g., 4K at the venue → 1080p for streaming) - Set a separate output (PGM OUT) on the switcher to distribute the load ・Prepare a separate PC for distribution and share the processing

Peripheral equipment

Even if the main audio and video equipment is working properly, there are many cases where problems occur due to issues with peripheral components such as cables or power supplies.

The cables connecting the equipment are prone to wear and tear because they are attached, detached, and carried around for each event, and the power supply can become unstable due to the need to add temporary power strips.

Although it is a "supporting" piece of equipment that we tend to overlook, it is important to be aware of its weaknesses.

The following are common problems that can occur with peripheral equipment:

Cable breakage or poor contact
Instability around the power supply

Let's take a closer look at each one here.

Cable breakage or poor contact

At events where a large amount of wiring is required, both for audio and video, cable breakage is an unavoidable risk.

The main causes of cable damage and solutions are as follows:

Cause of the problem	Main causes	Specific example situations	countermeasure
Metal fatigue due to bending and tension	The conductors inside the cable can become fatigued due to sudden bending or pulling, causing internal breakage.	Pull the cable firmly to remove it - Leaving the cable tucked under a desk or piece of furniture ・It has been fixed in a sharply bent position for a long period of time.	・When unplugging the cable, hold the connector - Use a protective cover when passing under furniture or equipment. - Avoid bending or pulling the cable, and leave enough slack in the cable when wiring.
Internal twisting due to incorrect winding and storage	If the conductor is wound improperly (winding in the same direction), it will twist, and when stretched, it will put stress on the inside and break.	- The cables are stored by wrapping them around in the same direction. ・The line is left wound on the reel and is conducting electricity (heat builds up)	- Store in a "figure eight" winding to cancel out twists alternately ・Do not use while wound on a reel (especially the power cable, which may generate heat and cause a fire risk) - After use, loosen it to ensure breathability
Interference with staff movement (stepping on or getting caught on something)	During setup, teardown, or an event, people or equipment may step on or trip over the cable, causing it to break.	- Cables are laid across the venue corridors and wiring areas. ・The cable was run over by a dolly during setup. ・The wiring is hard to see in the dark and can get caught on your feet	・Protect aisles and traffic lines with cable covers (cable protectors) - Prevents snagging by fixing to floor/wall with masking tape ・Design the route of the wires in advance and lay out the layout so that they do not intersect with traffic lines. ・When dismantling, focus on inspecting areas that are likely to be stepped on.

Instability around the power supply

At large-scale events, a large number of devices, such as lighting, audio, and video equipment, consume a lot of power.

The following problems can occur due to noise interference caused by exceeding the power strip's capacity or sharing a power source.

Cause of the problem	Main causes	Specific example situations	countermeasure
Voltage drop due to overload (octopus power strip)	If you connect more equipment than the power strip can handle, excessive current will flow through the circuit, causing the breaker to trip or the voltage to drop, making the equipment unstable.	・Connect lighting, sound, and projector all with one tap ・Devices are connected to the same circuit as heaters and large lighting - The device crashes or restarts periodically	- Understand the power consumption (W) of each device and tap - Distributed connections to avoid exceeding the allowable current of the circuit ・Lighting, audio and video equipment are operated on separate circuits ・Avoid excessive use of extension cords and check the power supply system in advance ・Share breaker capacity with the organizers and venue
Ground loops and power supply noise	Differences in ground potential between different devices can cause humming noise and malfunctions	A constant low buzzing noise from the sound system ・Noise occurs after introducing equipment from another company that shares a power supply ・Switchers and audio interfaces become unstable	・Sound equipment, lighting, and PC power are separated into separate systems - Use a grounded power supply and ground it properly. - Use a ground loop isolator - Review the order and sharing of power strips to identify noise sources ・Use a stabilized power supply or UPS (uninterruptible power supply) when starting up equipment.
Unstable temporary and interim power sources	The output of generators and temporary power sources is unstable, causing fluctuations in voltage and frequency.	・Generators are used at outdoor events - There are multiple outlets, but they are connected to the same circuit ・The switcher or PC suddenly resets	・When using a generator, use an inverter type or one equipped with a stabilizer. - Check the voltage and frequency with a tester ・Power important equipment (streaming PC, switcher) via UPS. ・Check the venue's power diagram in advance and avoid using the same circuit.

How to prevent equipment problems before they occur

Equipment problems can occur for a variety of reasons.

However, on the other hand, by nipping problems in the bud in advance, you can reduce the risk of panicking during the actual event.

Here are some precautions you should take before the event:

Clarify the scope of responsibility for audio, video, and networks
Centralize equipment information
Identify the model number, settings, and cable length of the equipment you will be using in advance
Eliminate compatibility issues first
Rehearsing under the same conditions as the actual performance
Supporting malfunction-prone parts with backup configurations

By taking these measures thoroughly before the event, you can nip any problems in the bud and significantly increase the chances of avoiding panic during the actual event.

LIFE.14 provides comprehensive support from pre-event equipment arrangement to rehearsal planning, reducing the burden on event managers at a practical level.

Now, let's take a closer look at each of these measures.

Clarify the scope of responsibility for audio, video, and networks

To prevent equipment problems, it is important to make it clear who is looking at which equipment.

If you proceed haphazardly without defining roles such as sound, video, and online distribution, there is a high likelihood that things will go wrong on the day, with people saying things like, "I thought that was outside my jurisdiction" or "No one checked that."

In fact, if the division of roles is not clear when running an event, it can hinder progress and problems can be easily dealt with slowly.

Safe and smooth operation will be ensured if the organizer, management staff, and venue each understand their own scope of work and have a system in place for coordination in case of an emergency.

If you decide who will be in charge of each piece of equipment and put them together in a list in advance, such as "Mr. A will be in charge of sound (microphones and mixers)," "Mr. B will be in charge of video (projector and switcher)," and "Mr. C will be in charge of distribution (encoder and lines)," then things will go much more smoothly on the day.

When a problem occurs, each person in charge will first respond, and if necessary, the entire team will provide support.

It is also essential that personnel understand in advance the settings and operation of the equipment they will be handling.

For example, mistakes such as "No one was monitoring the UPS (uninterruptible power supply) and the system stopped because the battery ran out" can be prevented by clarifying the scope of responsibility.

It is also important to clearly define the division of labor while sharing information so that everyone on the team understands the overall picture.

Centralize equipment information

A wide variety of equipment will be used at events, and each will have information to remember, such as setting values and connection ports.

If such information is relied solely on the memory of the person in charge, it may not be possible to respond when the person in charge is not present, or errors may occur in sharing information.

Therefore, it is important to centrally manage equipment information so that it can be shared by the entire team.

Not only does it reduce the time spent searching for necessary information, improving work efficiency, but it also allows anyone to share the latest information in real time, enabling quick decision-making.

As a countermeasure, create an equipment list.

Specifically, it would be useful to share a table covering the following items via the cloud or other means so that anyone can view it on their smartphone or PC.

Equipment name
Manufacturer and model number
Installation location
Main settings (resolution, channels, etc.)
Connection destination (which cable is connected to what)
Remarks (presence of spares, points to note)

For example, if you write something like "Projector: EPSON EB-XXXX, fixed resolution 1080p, switcher out connected to input HDMI-1, 50m optical HDMI used," all staff on the day will be able to immediately understand the situation.

Having all the information in one place reduces confusion, and when it comes time to troubleshoot, you can act quickly without having to worry about things like, "What's the model number?" or "Was the cable long enough?"

Always update your centralized documents and make sure to reflect the latest configuration just before the actual event.

Identify the model number, settings, and cable length of the equipment you will be using in advance

We must avoid situations where, on the day of the performance, we find ourselves saying, "The equipment is different from what we expected!" or "The necessary cables are not long enough!"

To do this, make sure to list all the details of the equipment you will be using in advance and check that there are no missing or incorrect items.

Functionality often differs depending on the generation and model of equipment, and older DJ players cannot read large-capacity USB memory sticks, so you will need to prepare smaller-capacity media in advance.

If you do not understand these specification differences in advance, you may encounter problems such as "USB not being recognized" or "connection terminal not matching."

Make a list of the equipment to be used, including that provided by the organizers and venue, and clarify "what, how many, and which model will be used."

Also, be sure to check the settings and requirements for each piece of equipment.

For example, for a projector, it would be the input resolution and type of terminal; for a wireless microphone, it would be the frequency band and number of channels; and for speakers, it would be the required cable length.

Also, be sure to write down any accessories or cables you may have.

It is a good idea to specify the length and standard, such as "three 10m HDMI cables" or "20m Category 6 or higher LAN cable."

If there are any shortages, get them early and check all the configurations before rehearsal.

Please be aware that rental equipment and equipment permanently installed at the venue may not be the latest.

With these preparations, you can approach the situation with the mindset of "completely eliminating any problems that could have been prevented if we had known about them earlier."

Eliminate compatibility issues first

Incompatibility issues between devices, that is, problems caused by mismatched standards or specifications, can sometimes go unnoticed until you actually connect the devices.

For example, it is not uncommon to find cases where a camera is incompatible with a switcher and does not display images when directly connected to it.

To prevent such problems, it is important to actually connect all the equipment and check that it works before the actual performance.

Assemble a system with the same configuration once and check that the inputs and outputs of each device work properly.

For example, tests are conducted to see if the HDMI output from a laptop is displayed correctly on a projector via a switcher, and if the audio plays without interruption.

In this case, it is effective to understand the cause of the problem and the solution together, such as "The image doesn't appear when I connect it directly, but it appears when I connect it through a splitter that supports EDID (a system for exchanging resolution information between connected devices)."

If we find a combination that doesn't work well, we will consider changing the equipment itself if possible.

If this is difficult, we will use alternative methods such as using a converter or protocol converter, or changing the settings.

In particular, multiple conversions such as "USB-C → HDMI → VGA" are prone to signal degradation, so it is safer to use a cable that can convert directly to VGA.

In this way, by eliminating all possible problems with combinations in advance, you can connect and operate the equipment with peace of mind during the actual operation.

Rehearsing under the same conditions as the actual performance

Rehearsals (pre-rehearsals) are not just rehearsals, but important checks to verify the equipment and the entire system.

We will rehearse as much as possible in the same venue, with the same equipment, and in the same layout as the actual performance, to check that the performance will be under the same conditions as the actual performance.

In professional settings, it is said that "rehearsals help prevent problems and reduce the time needed to prepare for unexpected situations."

Therefore, try to conduct your rehearsal in an environment as similar as possible to the actual performance.

Specifically, we will actually use the internet connection at the venue, and if there is a broadcast, we will conduct a real broadcast test, even if it is a dummy broadcast.

Check all of the speakers' microphones, try out all the video switching and screen projections, and adjust any problems you find immediately.

For example, if one microphone is prone to feedback, you may want to reconsider the speaker position, or if the color of the camera footage is poor, adjust the settings.

Furthermore, simulated trouble response training, in which problems are intentionally created, is also effective.

By simulating actual troubleshooting steps, such as unplugging the LAN cable from the streaming PC and measuring the time it takes to reconnect, or turning off the projector and checking the time it takes to resume projection, you can calmly recover during the actual event.

Ideally, any problems that arise during rehearsal should be made into a checklist and all of them should be resolved by the morning of the day.

Supporting malfunction-prone parts with backup configurations

As mentioned before, it is a good idea to have backup configurations ready, especially for areas where you have concerns.

By leaving some slack in areas prone to problems, such as wireless devices and long-distance wiring, you can minimize damage in the event of an emergency.

The key to preparation is to have a backup.

For example, if you use wireless microphones, you could keep a spare wired microphone on standby offstage, or have important presenters wear two microphones in advance so that if one breaks down, they can continue using the other.

Also, prepare two distribution lines and configure your router so that you can immediately switch to the secondary line if the main line goes down.

For video output, you may consider providing a backup output (another projector or monitor) with a separate route from the main screen.

If you are extending the signal over a long cable, it is also effective to have a spare repeater along the way, or to have an alternative SDI conversion route running parallel to the cable.

In fact, in professional settings, HDMI repeaters, HDMI-SDI converters, optical transmitters, etc. are always on hand to prepare for HDMI extension problems, and can serve as a lifeline in the event of a problem.

However, too much redundancy can complicate the configuration and lead to confusion, so it is important to set up backups mainly for high-risk areas such as wireless, long-distance, and single-route networks.

With the right backup configuration, you can add flexibility and peace of mind to your event management.

If you want to avoid equipment problems, leave it to LIFE.14!

The reality is that no matter how carefully you prepare, it is difficult to completely eliminate equipment problems at international meetings and conferences.

Therefore, in order to minimize concerns about equipment problems, it is recommended to enlist the help of a specialist company that can handle the equipment, venue, and progress as a whole, and can prepare and respond in anticipation of problems.

We at LIFE.14 are an event technical support company specializing in high-quality, intensive small-scale international conferences.

We have been involved in many highly specialized events in fields such as diplomacy, international business, and security, and have accumulated know-how to smoothly manage such special occasions.

Our strength is the ability to respond precisely and flexibly, which is necessary for small-scale events.

We manage the equipment, venue, and progress as a whole, and in the unlikely event of a problem, we will calmly deal with it, assuming it is within our expectations.

If you are worried about equipment problems, please leave it to LIFE.14.

Our specialized staff will accompany you from the advance preparations to the day-to-day running of your event, providing strong support to ensure its success.