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COMBINING
TECHNOLOGY,
SERVICE & RELIABILITY
When planning an event where audio visual equipment will be utilized there are some key factors to consider beforehand. Here is a list of important areas that should be addressed during your preparation.
- What is your budget?
This is probably the most important question to be asked before anything else. Answering this question first will determine how everything else is structured. It will also let you know how much latitude you have to work with in reference to negotiating the best deal. Often people will get lump sum budgets for an event or series of events months before they take place. Unless you’ve done the event before and have an idea of prior cost always add a 10 to 15% contingency to cover any unforeseen overages. You always look good when you can come in under budget.
- How many people are expected to attend?
This is also essential information because it will give your AV person a better idea of what equipment is best suited for your event. An event expecting two hundred people will be configured differently from an event expecting two thousand.
- Where will your event take place?
The type of event you’re putting on will sometimes determine the venue you choose. Most tradeshows and their adjoining conferences and seminars are typically held at convention centers. Events such as Galas, symposiums, parties, and various other events will many times take place at hotels. Knowing this will give your AV Company a good Idea ahead of time of what equipment may be utilized for your show. If your AV Company has a long working history in your city they have probably done shows at the location you have chosen. This is a good thing because they already have a clear picture of the configuration of your location. One important note about hotels is that their in-house AV is not mandatory. Many hotels will try to sell you on a package deal (AV, Catering and so on) which in some cases may be a good deal. Other times you will find yourself paying an arm and a leg when you could have saved as much as 30 to 40 and even 50% with an independent AV company like A/V Masters.
- Get a floor plan.
Having a floor plan on hand of the location were your event will take place is a good idea. This is especially helpful if your AV Company has not worked at the location before. The AV Company will typically do a walk through of the site anyway but this will give some good preliminary information before hand.
- What is the theme of your event?
Most companies have selected a specific theme for their event. The AV Company may enhance certain themes by utilizing special effects lighting or other equipment to give your event that extra flare. If you have pictures of an event you’ve attended or have done in the past, bring those examples into your preliminary meeting. This will give the AV Company an idea of what you are looking for and /or how it can be enhanced.
- How long is your event and what time will it start?
This is important because the AV Company has to know how much manpower your show will need. This will also give them an idea of the time needed to set up and tear down your show.
If you would like further Information on AV planning please take our free AV Planning course or just email us at
quotes@avmasters.com
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