HIRING YOUR AV COMPANY TOO LATE
Are you planning on hosting a reoccurring event? This could be great leverage for you as you are executing your plan. If you are expecting that you will be using a particular venue for multiple years/months, consider proposing a contract stating so.
> 3 Steps to Easier AV
DEFAULTING TO IN-HOUSE AV
Before making that final decision, compare costs, specific features, and customized services of a out-of-house audio/visual provider. Don't let the temporary convenience outweigh any negatives. Feel free to compare multiple out-of-house providers! Your out-of-house option may be more affordable than a default in-house option.
SKIMPING ON AUDIO
Remember to involve your vendors BEFORE you choose your venue! They will have insights to which venues are best to work with and will help you as your navigate the fees.
UNDERSTANDING EVENT AUDIO
Nothing makes guests tune out more than bad audio! It is something everyone will notice. When you are planning your event's plan, keep in mind the audio experience from the front row, all the way to the back. Be sure your audio provider is able to build systems where everyone in the room is able to hear clearly.
UNDERSTANDING RIGGING POINTS
Rigging is a huge part of the audio/visual planning of any event. If anything is going to be suspended from the ceiling, you need rigging points, so it is imperative to located these points in your venue so you can plan where you would like each element to be hung. Pre-plan and check rigging costs with your venue before you sign the contract, and determine whether or not rigging points are included in the final cost. If they are not, you can try to negotiate this fee out before signing.
UNDERSTANDING YOUR AV QUOTE
Often times, planners assume if the quote is within your budget, you should sign. This can be a mistake! Ask your AV company to do a walk-though with the proposed quote line-by-line, explaining everything. If there is something that you do not understand, ask! This will ensure you are getting everything you need, and not anything you don't!
CUTTING AV COSTS SHORT
AV is almost always one of the most expensive parts of any event. We understand that your budget is important! Let your AV company know that you need to stick to your budget, but don't stop there! Communicate your visions and goals, and your AV company can provide the right services within your specific budget.
Poorly executed AV can ruin your event and vision!