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Finding an audiovisual company for your event can be difficult, and a little overwhelming, at least at first. Between the different concepts, technical specifications of all their equipment, knowing what sectors the provider has worked in, and how they are structured internally, it’s easy for important things to get past us.
Have you ever felt uncertainty after your first contact with an audiovisual company? Would you like to understand your AV partner’s methodology to the fullest? We’re here to help. In this article, we’ll give you the seven key questions you should ask your audiovisual company before working with them.
1. Can you explain the budget from top to bottom?
Ask with no holds barred! Audiovisual budgets are hard to understand if you’re not familiar with them, or a specialized technician. That’s why we encourage you to ask your audiovisual company anything, down to the last detail.
Project Managers or business development teams at audiovisual companies should prioritize and commit to creating a robust synergy and communication with their customers. For this reason, it is of the utmost importance that they provide simplicity, transparency and if necessary, that they show you the equipment, renders, plans, photos or drawings to clarify what each budget item refers to.
Technical jargon is often so ingrained in their vocabulary that they forget that not everyone understands it. So, ask! If the explanation doesn’t come back in terms you can easily grasp, then they may not be the right AV partner for you.
Should I resend you the quotes I have from your competitors?
If you don’t understand certain concepts, or you see major differences among the quotes received from other audiovisual suppliers, be transparent, and let another audiovisual company give you a quote for exactly the same items as their competition. In other words, resend them the other quotes.
All you have to do is delete, cover or cross out the lines detailing prices, and of course, the total amount of the quote! It is very important to compare the same elements as your audiovisual company; if not, uncertainty, and even mistrust, can arise.
If you apply this practice, you’ll begin to understand a lot.
For the sake of comparison, imagine you ask for a quote to rent a car. Company A sends you a quote for 50€ per day, while Company B’s daily rate is 1,000€. Perhaps the first thing you would ask is: are we talking about the same car? You already know the answer: the first one is a standard hatchback, and the second is a luxury sedan.
The same thing occurs in the audiovisual world. It is essential to check and ensure that the offers being compared feature the same requisites.
Another alternative is... For your AV company to know your numbers!
Let them know your budget from the beginning, and your AV partner will do everything it can to meet it. Audiovisual companies have the mission to give you ideas to maintain the excellence you want at the best prices. At least that’s how we see it at Novelty Spain.
2. How important is this item?
Again, if you see that a specific piece of equipment will significantly increase the quote, ask how important it is for your event. It could be relevant and necessary. Or it could be that, in their interpretation of the technical requisites for the event, your AV partner has overestimated the need for a given element, and included a higher-level model.
It may be that the equipment is meant to support a part of the event that is of secondary importance, and therefore can be replaced with something of a lower quality or price point that can still serve the purpose it was meant for.
3. Are we using state-of-the-art technology?
Using state-of-the-art technology always gives you a healthy advantage. You’re adding something to your event that people will remember forever! And still, it’s important to ask your audiovisual company if they are using any of the latest equipment, and whether it’s their first time to use it. New technology is often met with inexperience, and that can spell disaster.
That is why we recommend you ask if any of the technologies, software or equipment included in the budget are new. If they are, ask if the audiovisual company has tested their operation themselves.
Asking this question can also help you confirm the necessity of including the latest technology in your event. Your audiovisual company can stand out thanks to the creation of 3D Virtual Environments, rendering of spaces, the use of virtual and augmented reality, etc.
Summing up, knowing this information can help you find a competitive advantage for your event, or a possible weak spot to shore up, or pay greater attention to during the event.
4. What experience do you have with the venue?
Major audiovisual companies work all around the country. Some of them even work throughout Europe, so the possibilities that they have already worked at the site where you are to hold your event are quite high. What’s more, if you can’t decide between two sites and your audiovisual company knows them, they can give you advice on which is best.
So, never miss an opportunity to ask them questions! It is likely they can give you valuable information on the policies of the site, such as access points, specifications of the rooms, such as power supply, columns, acoustics, etc. They will probably know about nearby interesting sights and how to optimize the general use of the space.
5. How long has your audiovisual company been in the business?
Make sure your future AV partner is an audiovisual company with a long track record. The experience that comes from having carried out technical production in an infinite number of events is hard to acquire in any other way.
Usually, they will tell you about the knowledge they have amassed from running event after event, and that thanks to their experience, they will be able to determine in advance the time and energy necessary to carry out the technical production of your event.
They will also mention that they are completely familiarized with all kinds of rules, essential regulations, the equipment, complex structural set-ups, electrical current, integrated ISO policies on quality, environment, safety or health, etc. (if they have them).
This can be a good time to ask how they are different from the competition. What sets them apart? It is important to know your audiovisual ally’s reason for being. As already said, you should consider them a strategic partner, not just the other party in a temporary synergy.
It is also important you remember this, not only in the first pre-production meeting, but beforehand, in the selection process. Sharing ideas about each other’s business philosophy can make everything much easier. If you have any other questions about this process, see the article How to choose an ideal audio-visual equipment provider for your event
6. What would you recommend to improve the experience of my event?
This question goes hand in hand with the previous one. Their response will teach you about their experience at other events, and let you know if they have worked previously in your sector.
In the end, you’re not just hiring an audiovisual company for them to cover a need. You’re adding knowledge to your goal of making the results of your event even better than planned.
Any audiovisual company will be able to tell you where you should NOT cut corners to maximize your event experience, and where you CAN make budget cuts if necessary.
7. Who is my main contact during the event and how should I communicate with them?
Although we’re putting this question at the end, it is important not to overlook it. When stress levels are running high during the event, solutions to any challenges must be found in a timely manner. To get an immediate response, we recommend you have one or two go-to people inside the audiovisual company. Ask for him or her.
In any event, if you have time, it is always a good idea to have a general idea of what each part of the team does. Knowing who takes part in the technical execution of your event will enable you to better distribute your questions.
Now it’s up to you!
Asking these questions will help you come away from that initial strategic meeting with the feeling of having everything under control. You can even use the questions during selection processes to know whether or not to confirm any form of collaboration with your audiovisual company of reference.
Remember that your AV partner must generate an atmosphere of trust and confidence. We hope you’ve found it helpful, and feel ready to put it into practice!
If this article has been useful for you, we recommend you to watch the following video to choose the best supplier of audiovisual equipment for your event:
This article was first published in Novelty Spain, you can read the original Spanish version here.
