A compelling opening keynote doesn’t merely start an event—it electrifies the room, transforms attendee expectations, and creates momentum that propels the entire program forward. When executed perfectly, these defining moments energize an audience, underscore the event’s theme, and ensure a lasting impact.
At Shepard, we understand the pivotal role that audio-visual elements play in transforming keynote sessions into unforgettable experiences. Here, Mary McKinnon, a National Sales Manager of Shepard AV, shares expert insights on how our AV team leverages technology and creativity to elevate opening keynotes.
Why AV can make or break your keynote session
There are plenty of components of a good keynote session—the right programming, a compelling stage design, a smart seating layout, to name a few—but the right AV production is critical. “It’s make or break, and sets the tone for the entire conference,” says McKinnon.
A smooth, exciting start with functional mics and captivating visuals ensures the event begins with momentum. Conversely, technical glitches or lackluster presentations can dampen spirits and dominate discussions negatively. “It’s all about making that first impression count,” she explains.
Key AV components at keynote sessions
Your event team and speaker spend hours curating the right presentation for keynote sessions—but their message will be lost if they’re drowned out by sound or lighting issues. Here are some key components to consider:
Audio quality and levels
The importance of audio quality cannot be overstated, McKinnon notes—as is tailoring that audio to the specific event. “If you have a room for 2,000 people, the sound system is going to look very different than if you have a room for 200 people,” she explains, adding that venue setup is also crucial to consider. “If it’s a long room, you’re going to get massive audio feedback if you send all the sound from the front. We make sure everyone can hear by having speakers throughout the room.”
Lighting and lines of sight
McKinnon highlights sight lines as another critical consideration. “A current trend is placing a central screen right behind the stage, so everyone can clearly see the presenter and presentation,” she says. “But success depends on proper positioning—the screen must be elevated enough that speakers don’t block it, and lighting needs to be carefully designed to prevent washing out any visuals on screen.”
Her advice? Lean on your AV team’s experience. She always advises that screens are eight feet above the stage, for example, to accommodate even the tallest presenters. And using things like intelligent lighting can help follow presenters around the stage but keep the lights off the screen, ensuring presentations aren’t washed out.
Music and visuals
A dynamic opening act enriched with visual and auditory elements sets a positive, energetic tone for the entire event. “Incorporating elements like walk-on music, impactful videos, and strategic lighting can transform the energy of a room,” McKinnon notes. “That energy carries into the entire conference. People get excited to see the exhibit floor, the breakouts, the panels, and then to come back for another keynote that they know will be engaging.”
She shares an example of a Shepard-produced keynote that incorporated light beams, haze, and music inspired by a rock concert. “The president o f the company walked onto the stage to music and cheers,” she says. “It was a whole experience that set the tone for the entire event!”
Interactive elements
In recent years, keynote experiences have evolved from passive listening to dynamic interactions, observes McKinnon. “People are bringing in keynotes that have a musical element to them or are getting people up and out of their seats,” she says. “It’s not just about sitting and listening to someone talk; speakers are getting more people engaged and involved.”
Shepard recently produced a drummer-focused keynote where everyone was given drumsticks to play along. In another session, guests participated in a lively game of freeze tag. But remember: The key to success with these memorable interactive elements is a thoughtful approach to AV—which is where your AV partner’s expertise becomes invaluable. “These experiences require a specialized AV approach to balance impact with comfort,” she says.
Tips for working with your AV team
So, where should you start? McKinnon shares her advice for event organizers.
1. Start collaborating early
Personally, McKinnon likes to join planning calls from the earliest stages, while the team is still figuring out their creative vision. That way she’s able to guide them through what will work—and what won’t—in their specific venue and help make tweaks that will fit into the designated budget and other practicalities.
These early calls are essentially for helping her understand the conference themes and the speakers’ overall goals, which then allows the AV team to better tailor the sensory experience. “It’s about understanding the overall message and arc. Are we going for a high-energy, positive message? Is the conference more serious? This affects our lighting, our scenic elements, our walk-on music, you name it,” she explains.
2. Invest strategically in your AV budget
When it comes to maximizing value from your AV investment, McKinnon emphasizes the importance of thoughtful planning and resource allocation. “By understanding your priorities and communicating them clearly, we can help you achieve the best possible outcomes within your budget constraints,” she explains. Her recommendation for optimal budget management? “Develop a comprehensive AV strategy early—ideally six to nine months before your event. This gives us time to identify creative solutions, explore cost-effective alternatives, and allocate resources where they’ll create the most impact. Early strategic planning almost always translates to better results and more efficient use of your budget.”
3. Prioritize a dedicated show caller
McKinnon notes that the role of a dedicated show caller is often overlooked. She recommends having someone “whose sole job is to call slide changes, to call in the next presenter, to call the lighting cues. Take that off the planner’s plate so they can focus on the 20 million other things they have going on during the keynote. It’s an investment worth making.”
4. Think of your AV team as partners, not just vendors
“The team-oriented approach at Shepard AV sets us apart,” says McKinnon. “We view ourselves as partners, not just vendors. This philosophy ensures that every aspect of the AV setup is aligned with the client’s vision, supported by a comprehensive in-house team capable of creating customized solutions.” She collaborates consistently across all Shepard departments to ensure seamless integration of AV elements with the overall event design and execution.
5. Stay on top of cutting-edge AV technologies
Looking to the future, McKinnon is enthusiastic about new premium-quality LED technology with advanced pixel density, which can be customized in exceptionally versatile ways. She’s also looking forward to investments in intelligent lighting, which saves labor costs because you don’t need to spend time individually focusing and controlling every light.
“People want to take things to the next level—and audience expectations are higher than ever,” she says, predicting that keynote sessions will only get bigger and more interactive in the future. “There’s so much that can be done through AV to make a big difference—and Shepard is making investments to be sure we can evolve with the latest trends.”
Elevating your next keynote experience
The art of crafting memorable opening keynotes requires a delicate balance of technical expertise, creative vision, and strategic planning. “When all these elements align perfectly, the result isn’t just a presentation—it’s an experience that resonates throughout the entire event,” McKinnon emphasizes.
At Shepard, our dedicated AV team brings both the technical mastery and creative partnership approach needed to transform your keynote vision into reality. By engaging us early, leveraging our expertise, and embracing innovative technologies, you can create opening moments that don’t just begin your event—they elevate it to new heights.
Ready to take your next keynote to the next level? Connect with our team at [email protected] to start planning your standout opening experience today!
