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The time has come. The event has been confirmed, and it’s time to pick the players who will help you make it a success. Then, amidst the rental of the venue, speakers, caterers, hostesses, furniture and security, it is time to add the key behind-the-scenes asset: your AV (audio-visual) suppliers.
This player’s role is as important as it is unfair.
If they succeed, their work will go virtually unnoticed. Presentations will be given naturally, without a hitch. The atmosphere will be charged with the positive vibes necessary for any event. The agenda will stay on pace, and won’t lack anything. sound
But if they don’t, they will be the main party responsible for the event’s failure.
In this post, we will see how you can correctly choose your AV supplier and make sure your event is remembered for all the right reasons.
Beginning the process of choosing the right AV supplier
An AV agency is likely to ask you for a lot of information before making up a quote that fits your needs.
In this stage, they will put together an overall event briefing. But there is something you should know:
If your potential audio-visual partner does not ask you for a lot of information, and get involved enough to make a list of elements with which to send you a quote, RUN!
This is proof of an utter lack of business and marketing vision.
To generate an attractive space, efficient with the brand messaging, that is also dynamic and immersive for the audience, it is important for you and the AV supplier to be on the same page.
What is the minimal information they should ask you for?
- Brand identity and values
- Type of event you plan to hold
- Purpose of the event
- Event dates and site
- Event participants or target public
- Schedules/rundowns or timings of what will take place
But don’t worry. This is a process done hand in hand with the AV supplier, who will know how to guide and advise you to make the best decisions.
What to consider to choose from among several AV suppliers?
OK, by now you have defined your event, you know what you generally need from your AV supplier, and you even have a few to choose from. Great!
Now you have to decide who to go with. Here are a few tips on how to do that:
Expertise
The experience of the AV supplier in the type of event you are going to hold is very important. It’s not the same to be an expert in concerts or festivals as it is to be one in corporate events. An AV supplier’s experience will enable them to anticipate your needs and propose solutions to problems you may not have been aware of in areas such as rental and production with video and sound (and other aspects of your event).
Do they have everything you need?
It is important to ensure that the AV supplier offers the products and services you will need.
- Lighting
- Sound
- Video
- Rigging
- Scenography
- Creation of audio-visual content.
- Mobile Internet service
- Audience-speaker interaction tools
- 3D rendering and rehearsals to ensure you and your AV supplier are on the same page, or support the quote
- etc.
Does the AV supplier have their own equipment? Or do they sub-contract?
There are two reasons why this is very important.
On one hand, the reliability and guarantee offered will be much greater in an AV supplier with their own material capacity and technical knowledge. Occasionally, it’s simply a matter of “plug and play”. But there are many things that may require deep knowledge of the equipment (and it’s never a good time to improvise during an event).
On another note, cost. If a partner is not the owner of their own equipment, they will have to rent the sound or lighting equipment, and add the fees to their quote before they provide you with the service. In other words, you’ll end up paying a little more than you should.
Does the AV supplier work with other countries?
Depending on where your event is to be held, or if it will take place in different cities simultaneously, you should check to ensure your AV supplier works in other countries to facilitate this process.
Financial health
Whether a company is financially solvent shows when it comes time to do the fieldwork. It really shows.
If a company has cash issues, it can have a big impact on their execution process (material maintenance, staff working the necessary hours, good relations with their suppliers, etc.).
If a budget is suspiciously low, you probably shouldn’t trust it.
Necessary legal papers
Having all the necessary papers is important when it comes to holding someone accountable. If any problem arises, you definitely don’t want liabilities you were unaware of.
Site visit
To really get to know the partners on your short-list, ask to visit their facilities. Getting to know your partner will enable you to understand things based on your own experience (condition of offices, state and order of warehouse, their manner in dealing with you, interest in offering you solutions, not just selling you products).
So why is it so important to choose the right AV supplier for your event?
You can forget about the technical side because your AV supplier will have that covered. That way, you can focus your resources where you really should.
Plus, your AV supplier will help you with other things like:
- Bringing their expertise and creativity for your event to achieve an even greater impact.
- Saving costs, thanks to the use of their own material, and savings of time by achieving exactly what you need (not to mention how costly it can be if the AV supplier fails).
- Safety in processes and protocols to keep any incident related with deficient installations or execution from ruining the celebration.
- Making sure your event bears the distinctive seal of your trademark, which will be etched in the memory of your guests, and bring a unique value for your company.
This article was first published in Dushow Spain, you can read the original Spanish version here.
