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, or 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 wit
h the positive
vibes necessary for any event. The agenda will stay on pace, and won’t
lack anything. But if they don’t, they will be the main
party responsible for the event’s failure. In this video, 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 company 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 o
n the same page. What is the minimal information they should
ask you for? Let’s quickly run through the list:
Brand identity and values Type of event you plan to hold
Purpose of the event Event dates and site
Event participants or target public And lastly, 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 severa
l
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 supp
lier are on the same page,
or support the quote, and more. You should also ask whether the AV supplier
has their own equipment or if 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 go
od 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 video, 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 ensur
e
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 s
o 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. Now that you know how to choose the ideal
AV supplier for your next event, check out our free guide with the 83 must-known terms
to communicate with your partner. I
n this ebook we cover video, lighting, sound
and rigging terms as well as terms and roles of AV crew involved in the technical execution. You can download for free with the link in
the video description. Thanks for watching and see you in our next
video!
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