Finding the correct AV production partner is crucial because live events are under a lot of pressure. Here are four factors to think about in order to make the best decision.
Finding the right AV production partner is crucial because live events are under a lot of pressure. There are many factors to consider in this decision-making process because the company you choose can significantly affect how well your event goes. The following four factors will help you make the best choice.
- Allow enough time for planning.
We’ve all gone to gatherings when a single person uses their will alone to control the entire event. The event might not have been as successful without that person. However, doing so carries some dangers. An event runs the risk of collapsing if it is dependent solely on one person.
Certain tragedies can be lessened by advance planning. It gives room to prepare for particular problems, deal with them proactively, or completely avoid them. Give yourself plenty of time to make preparations as a result.
When is the ideal time to begin working with a partner in AV production? Channel Audio advises beginning six to twelve months before the event. However, a safer preparation period for a bigger event is between 9 and 12 months. Even if businesses can plan events in less time, having this breathing room helps avoid mistakes.
What Will Take Place If You Don’t Make Advance Plans?
At least six months to a year in advance, many locations fill up. However, an AV partner rarely comes into play until a few months or even less before the event! If you have enough time to plan, you can easily avoid some problems that could result from this.
If you don’t prepare ahead of time, you may run into the following difficulties:
Limited Options for AV Partners
Because of a limited lead time, the AV firm you want to partner with might not be available. They may decline the job due to the short turnaround or have other events they are preparing for. Some businesses only accept jobs they are confident they can complete successfully.
Higher Prices
Additionally, short lead times make you more price-sensitive. Late fees, equipment rentals, cross-rentals, trucking costs, and labor rates can all add up quickly for last-minute bookings.
Additionally, the AV company’s expenses will increase because they will struggle to host the event. Tasks must be finished right away by businesses, and priorities may need to be changed in order to meet deadlines.
Increased Risk of Subpar Services
Even if not all events will fail if you don’t start planning them until three months before the event, the quality is likely to deteriorate. You might not have your preferred event crew, for instance. Finding a top crew at short notice is difficult due to inflation and labor shortages.
Additionally, you might not be able to get the tools you desire or need. You’ll have to rent what’s available instead. You don’t want to settle for adequate AV equipment for your event because there is now a limited selection available.
Planning ahead will help you to prevent all of this. Being proactive can improve your budget and enable you to get the provider, labor, and equipment you require. It makes opportunity for optimizing processes and ensuring that everything goes according to plan while having backup plans when needed. The best aspect is that nobody will lose their mind trying to keep your event together.
- Establish a budget and disclose it.
The client might not be ready to discuss their budget straight immediately. However, your AV partner needs to be aware of your spending plan. Some people think getting better deals by not being upfront about their budgets. Production partners cannot offer the most accurate strategy if they are unaware of your budget.
Instead, being aware of the budget will enable your AV partner to create the greatest event possible while still fulfilling your demands and objectives. They won’t be aware of when they go over budget if they are unaware of it. Your partner may have trouble redesigning the plans to stay within your budget if a quote comes in over budget. By disclosing your budget up front, you can avoid this difficult process and
If you don’t have a specific number, sharing a range will provide your AV partner a starting point to work from. Once your partner is aware of the budget, you can work together to ensure the event is successful without going over by having them explain what they can do within it.
- Put Results First As opposed to Equipment
Businesses have a rationale for picking certain AV production partners. Your partner is a pro in their area and consistently executes amazing live events. They are aware of the logistics, staff, and tools required to pull together a smooth event from beginning to end.
Instead than prescribing specific equipment while speaking with your AV partner, it’s crucial to concentrate on the desired outcomes. It’s best to avoid bringing up equipment when talking about an event because you will lose sight of the bigger picture. Instead, describe to your partner how you envision the occasion to feel, sound, and look, as well as how you plan to evaluate its success.
- Put Results First As opposed to Equipment
Businesses have a rationale for picking certain AV production partners. Your partner is a pro in their area and consistently executes amazing live events. They are aware of the logistics, staff, and tools required to pull together a smooth event from beginning to end.
Instead than prescribing specific equipment while speaking with your AV partner, it’s crucial to concentrate on the desired outcomes. It’s best to avoid bringing up equipment when talking about an event because you will lose sight of the bigger picture. Instead, describe to your partner how you envision the occasion to feel, sound, and look, as well as how you plan to evaluate its success.
- Put Results First As opposed to Equipment
Businesses have a rationale for picking certain AV production partners. Your partner is a pro in their area and consistently executes amazing live events. They are aware of the logistics, staff, and tools required to pull together a smooth event from beginning to end.
Instead than prescribing specific equipment while speaking with your AV partner, it’s crucial to concentrate on the desired outcomes. It’s best to avoid bringing up equipment when talking about an event because you will lose sight of the bigger picture. Instead, describe to your partner how you envision the occasion to feel, sound, and look, as well as how you plan to evaluate its success.
- Put Results First As opposed to Equipment
Businesses have a rationale for picking certain AV production partners. Your partner is a pro in their area and consistently executes amazing live events. They are aware of the logistics, staff, and tools required to pull together a smooth event from beginning to end.
Instead than prescribing specific equipment while speaking with your AV partner, it’s crucial to concentrate on the desired outcomes. It’s best to avoid bringing up equipment when talking about an event because you will lose sight of the bigger picture. Instead, describe to your partner how you envision the occasion to feel, sound, and look, as well as how you plan to evaluate its success.
Communication that Works
Open lines of communication with your AV production partner are essential. It should, for instance, inspire your partner to join your project. Participating in the discourse and raising questions are indications of open communication. Before meeting with you, reputable AV providers do their due investigation and study you and the event. Instead of the other way around, you should always partner with an AV business that wants to work with you and strives to offer you their services.
Seeking Devoted and Expert Event Professionals
Finding an AV production partner with a highly skilled staff and event specialists ready to assist in making your event a success is the final factor to take into account. Partnering with expertise in the field is essential, whether it means hiring dedicated full-time workers or independent contractors.
Some AV companies employ freelancers who frequently change jobs, so you might not be able to capture their attention prior to your event because they are working from show to show. Thus, making plans in advance is more difficult. Full-time event specialists and independent contractors have the time and ability to focus on every aspect of your event due to their familiarity with upcoming productions and capacity for planning.
