Whether it’s a SKO, convention, or gala, there are hundreds of details to work out ahead of time. Once the date is set… coming up with a theme, finding the right venue, hiring caterers, and coming up with an order for presentations and/or talent. On top of that, you have to get the word out.
Given such a to-do list, it’s a small wonder that AV (audio visual) becomes an afterthought. Even staging and lighting for the presentations are important considerations that are often put off until the last minute. The fact is, the impact of your event on attendees will depend on how well they see and hear everything. When planning your event, here are some issues to keep in mind.
What is Your Budget?
As with any purchases of goods or services, it pays to shop around for the best value. This does not necessarily mean the least expensive; sometimes, what seems like a bargain at first turns out to be a costly mistake later on. Get competing bids, certainly — but do your due diligence. A reputable AV company should have a portfolio of their work as well as written reviews from past clients. Be flexible and willing to increase your budget for quality work.
Who’s Available for the Job?
Some events, like business conventions and trade shows, happen throughout the year. Many events are seasonal, however. You will want to keep this in mind, particularly if you are scheduling an event for the spring or fall months, or over a weekend. Good AV production teams tend to get very busy during those periods.
Who’s On the Planning Committee?
Rare is the event planned and executed by a single person. Usually, the team includes:
- Event planners
- Venue management
- Catering and food service companies
Many of these people have their own ideas about AV services. Some of them may have recommendations on who and who not to hire. At the very least, it helps to ensure that planning for AV includes their input and particular needs.
AV is as much art as it is science. When holding an event, you want to create a certain vibe that is in line with the theme, creating a certain mood for the production. Planning ahead provides an opportunity for you and your AV production company to examine the venue and discuss any challenges the space may present.
What Else to Keep in Mind
A reputable production company ensures that you are in the loop when it comes to every stage of the planning process. Take advantage of their consultation, especially when it comes to setting everything up. You may have your own vision for the event, but an AV professional will look at the venue from their own perspective. For example, you planned to set up a stage on one end of the room, but from an AV perspective, it makes more sense to have the stage in the center.
The most important thing to keep in mind is to plan well in advance. Start searching for your AV production company early on in the process, and you’ll maximize your event’s chances of success by having a talented team of techs to make your event a success. Contact Atlas Production Group and talk to one of our professionals Here or Call (919) 398-6034 today to set up a consultation!