There's a lot of pressure involved with live events and guest posting, which makes finding the right AV production partner essential. The company you choose can greatly affect the success of your event, and there are different options to consider in the process.
Here are four tips to help you make the best decision.
1. Give yourself plenty of planning space
We have all seen events where one person orchestrated the whole event through their will. Without this person, the event might not have been as successful as expected. But operating in this way carries risks. Letting an event depend on only one person runs the risk of everything falling apart.
Planning ahead can help mitigate some disasters. It provides the space to proactively manage them, anticipate specific problems, or avoid them altogether. Giving yourself enough time to plan is essential.
When is the best time to start working with an AV production partner? We recommend starting 6–12 months before the event. However, for a larger event, 9–12 months is a safer planning period. While companies can hold events in a shorter time frame, this breathing space helps avoid pitfalls.
What if you don't plan ahead?
Many sites book at least 6 months to a year in advance. However, an AV partner rarely enters the stage until closer to the event; sometimes you just need to pay 1-3 months in advance! This can create problems that you can easily avoid if you have enough time to plan.
Here are some of the challenges you can face without planning ahead:
Limited AV partner options
A short delay could mean that the AV company you want to work with is not available. They may have other events they are preparing for or turn down work due to tight turnaround times. Some companies only take jobs if they know they can deliver high-quality output.
Price increase
Short delivery times also make you more susceptible to paying higher prices. Last-minute bookings can often result in trucking fees, late fees, cross-leases, equipment rentals, and labor costs that can add up quickly.
Moreover, the cost of the AV company will also increase as they will struggle to organize the event. Businesses need to complete tasks immediately, and priorities may need to be rearranged to meet deadlines.
Increased risk of poor service quality
Not all events will fall apart if you don't plan the occasion in three months. However, the quality may be affected. For example, you may not have your favorite event crew. With inflation and labor shortages, it's hard to get senior staff all the time.
In addition, you cannot guarantee the equipment you want or need. Instead, you'll have to rent what's available. Lately, there's been a limited selection of your favorite AV equipment, and you can't search for the best fit for your event.
You can avoid all of this simply by planning ahead. Being proactive allows you to secure the necessary suppliers, equipment, and labor, and it can help your budget. This creates space to stay organized and make sure everything goes according to plan while also having backup plans in place if needed.
2. Have a budget and be open about it
Clients may not want to talk openly about their budget right away. However, knowing your budget is very important to your AV partner. Some people argue that not being transparent about the budget will help them get better deals. When production partners don't know your budget, they can't give you the most accurate plan.
Instead, knowing the budget will help your AV partner make your event the best it can be while still meeting your needs and goals. Not knowing the budget means they won't know when they'll use it. If a quote goes over budget, your partner will have a hard time redesigning plans to meet your budget. Sharing your budget in advance can prevent this difficult process and save you time.
Sharing a track will give your AV partner an idea to work with if you don't have a specific number. Once your partner knows the budget, they can discuss what they can do there, and you can work together to ensure the event is a success without going over it.
3. Focus on results rather than equipment
Companies choose their AV production partners for a reason. Your partner is an expert in their field and can deliver great live events, every time. They know what it takes to create a perfect event from start to finish, including staff, logistics, and equipment.
When having meaningful discussions with your AV partner, it is essential to focus on the desired outcome rather than prescribing a specific device. When discussing an event, it's best not to start by mentioning the gear you want or don't want, because you'll lose sight of the big picture. Instead, let your partner know how you want the event to look, feel, and look and how you would rate its success.
Another possibility is that someone in your organization thinks a particular device is needed, but your AV partner may not know about it. When a company is not familiar with a particular piece of equipment, they may have to rent it to you, which can increase the overall cost.
Communicate the desired outcome of your event in favor of your AV production partner. This helps them stay connected to the event and take ownership of creating successful events and achieving their goals.
4. Choose the best partner for your particular event
Different AV production partners have distinct skills, interests, and experiences. Therefore, it is essential to choose the best partner for the specific needs and goals of the event. Here are some things to keep in mind when choosing the right partner for your event:
Align the values
To align your values with those of your media production partner, think about what you stand for and what you want to stand for. For example, consider whether your business style is casual or formal. You may represent a religious organization. Here, choosing a company that produces rock 'n'roll tours is probably not the best solution. Differences in values can cause disconnections and disagreements. Common ground alignment and shared values keep events running smoothly.
Considering history and reputation
Choose an AV production partner based on their business history and reputation. You can do this by researching the types of events they usually host and seeing if they are similar to yours. While a company may have famous clients, that doesn't mean they're right for your type of event. For example, a company that produces large musical repertoires may not be the best choice for a conference event in a hotel ballroom.
Efficiently communicate
It is essential to communicate openly with your AV production partner. For example, it will entice your partner to participate in your project. One sign of open communication is engaging in conversation and asking questions. Respectable AV companies do due diligence and research on you and the event before meeting you. You should always work with an AV company that wants to work with you and try to sell you its services, not the other way around.
Looking for competent and dedicated event professionals
Finally, one last thing to consider is finding an AV production partner with a qualified team of event professionals ready to help you make your event a success. From full-time employees to committed freelancers, collaborating with industry experts is key.
When some AV companies use freelancers to come and go, you can't focus on your event because they work session after session. As such, planning ahead will be more difficult. Because of their knowledge of follow-up products and planning abilities, full-time event professionals and freelancers have the time and attention to devote to every detail of your event.
Alternatively, find a designated manager with your AV partner. This specialist will act as a point of contact and will handle new requests, resolve issues, and answer any questions. Knowing who to contact when you have a service question or event update can help you contact them directly. As a result, the company liaison may contact you if you have questions about the event or any challenges they are facing.
I wish above tips can help you to organize a successful event.
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