Imagine having the perfect venue booked, great content reserved, wonderful sponsors, and amazing food, only to have your conference riddled with technical issues, ruining the actual purpose of the gathering. Event planners are often responsible for making countless decisions ranging from catering to entertainment, down to the smallest details such as place settings. Not only is the decision-making process stressful, but it can be a logistical nightmare dealing with all of the different companies and vendors for each service. In many cases, AV is the staple of an event for speeches, music, slideshows, videos and more.
When considering how much of your budget to dedicate to AV, there are a few questions to ask yourself:
Audiovisual decisions can absolutely make or break your event, which is why we highly recommend hiring an experienced and knowledgeable AV company to handle this for you. They should be able to simply ask you a few questions about your event (how many attendees, venue name, what features you will need, etc.) to determine the specific equipment and setup you will need.
Some questions to answer upfront for them are:
Once all of the information is communicated, always be sure to ask your AV provider if they have any additional concerns so event day troubleshooting can be avoided at all costs.
Here’s are a few questions you should be sure to ask your AV company prior to your event:
Can you work with my budget?
Failure to be upfront with what you are looking for as well as your budget can result in a huge waste of time and energy—both of which are scarce while planning an event.
Right off the bat, let the AV company know exactly what you need (speakers, microphones, projectors, live mixing, streaming, etc.) and how much you are willing to spend. If you don't know the AV space very well, there’s no need to worry. It is perfectly fine to let the company know where the event is, how many people are attending, and what you will need the equipment for (speeches, live music, projecting a sporting event, etc.). They will be able to tell you the specific equipment that it would require and if they can do that within your budget.
A lack of transparency here could lead to getting all of the AV planned only to realize they cannot do it within your budget, or perhaps they can be within budget but can’t provide a crucial service you need.
Can you explain my quote?
An AV company should have no problem explaining anything and everything on your quote. Some line items can be confusing. You shouldn’t be expected to know what “QSC K12 2-Way Powered Speaker - 1000 Watts” means on your quote. Ask your rep to walk you through your quote line by line. Beware, some companies might be trying to confuse you with long model numbers and confusing language! Don’t hesitate to ask an AV company why they chose the items on your quote.
Furthermore, if your event is on a tight budget, ask where you might be able to save some money by going with a less expensive piece of equipment. An AV company should be able to tell you which items on the quote are crucial and necessary, and which items are flexible. Remember, the price on your quote should NEVER differ from the price on your invoice!
Are there any issues with the venue?
Be sure to go over your venue contract thoroughly and don’t hesitate to ask your AV provider for help—they will want to know what they are working with at the venue. Some venues actually penalize clients who hire an outside AV provider, some don’t supply power, and we’ve seen a multitude of additional rules and restrictions that an AV provider would need to know beforehand. It is far better to be aware of any limits or issues during the planning phase. An AV issue on the event day is the last thing you need while making sure everything goes smoothly.
Can you do a walkthrough?
Having your AV provider tag along for a walkthrough can be a significant way to prevent any misunderstandings ahead of time. Walkthroughs allow them to work much more effectively and efficiently. They will be able to plan the load-in and setup, find the locations of nearest outlets, take measurements, snap photos, and address numerous potential obstacles that too often need to be figured out on the day of the event.
What additional information do you need?
As always, the more communication, the better. When working with an AV provider, countless questions can be answered to help them execute a seamless event for you.
Is this new equipment?
As mentioned earlier, the AV company you choose should be keeping their inventory up to date with changes in the industry. That said, some great pieces of gear still hold their own after many years! If the equipment isn’t new, the AV company should be able to explain why and how it is still serviceable. Some of the best analog mixers and microphones are 10-20 years old. Don’t be scared if you are renting some older equipment, but make sure it is in good repair and relevant to your event.
Can I do better than this equipment?
A good AV company should always be honest. If you ask your rep if you can do better than the equipment the company has suggested for you, they should be open and honest with you if they don’t have a better piece of equipment. Remember, this is your special event; you want to find the best company to suit your needs.
How are you different from your competition?
A good AV company will try to stand out from its competition. Your point of contact should easily be able to tell you how they can stand out from their competition. Some AV companies truly beat out their competition. Sometimes, if your rep gets a feeling you might be looking around at other companies, they might be inclined to offer you a discount to stick with their company.
What team will you be bringing?
Depending on the size and technical specifics of your event, your AV company will most likely come in the form of a team. Often, a larger team will come in to help with setup while only two or three people are needed to remain on-site during the event. It is always good to know how many will be staying and what they will be operating so that no oversights occur.
Who is my main point of contact?
The most important detail to figure out is who the point person is going to be. In most cases, you’ll communicate your needs with this person, and they will know who on their team to talk to and how to effectively address your needs—similar to the relationship between you and your client in regards to the entire event. No one wants to juggle talking to a seemingly endless amount of people. It is standard practice for you to have one main point of contact within your AV company. Don’t hesitate to ask for one!
Dealing with an AV company on such an important piece of your event may seem daunting, but it really comes down to communication. If you are sure to be upfront about your budget and your needs, ask the right questions, and put as much effort as possible into preparation for both you and your AV company, you are sure to be covered.
The best part is once these are all addressed, chances are you will find a company that you work well with to service your future events—which can end the stress of searching, allowing you to spend more time overseeing your event on all other ends.