Think of every stellar event you’ve ever been to and try to imagine what it would’ve been like if the planners and hosts had gotten the audio-visual (AV) component wrong. With that said one of the most commonly misinterpreted components of an event is preparing the AV set-up.
Your event AV is an area you can’t afford to ignore, so to ensure you are on the right track look at these three questions you should be asking your event AV team.
Are there any scary clauses in my venue contract?
It’s a good idea to look through your venue contract with your AV partner to determine if there are any clauses you should be aware of. Some venues place restrictions on power usage or penalties on the client for using an AV specialist that is not in house. Awareness of these factors will allow you to plan so nothing slips through the cracks.
Having the right sound, lighting and technical production is crucial to the success of any event. You can rest assured that we at UP A TONE EVENTS know this. We’ll make sure that everything is of the highest quality and functions without a glitch.
What can I get for my money?
You need to have an honest conversation about your budget upfront. Make sure you understand what you a standard service costs and what the cost of add on features will be. Find out if there are any costs for rehearsals and how much it will cost to rent equipment for the event.
What information do you need to do your job?
Once you know exactly what services you want (and will likely be getting) ask your AV specialist what they need from you to get the job done. Think along the lines of what the AV team’s need for bandwidth would be, what constitutes adequate power, and will they require additional room access. Make sure you know how much time they will need for set up and teardown. Tell them how many presenters/speakers you will have and what their preferences are in terms of software, hardware etc.