The success of any event is owed to many components. Managing these can often be stressful for event planners specifically when some tend to be neglected or forgotten. Moreover, AV and event production are some of the top crucial factors that make the success of an event. But AV can seem overwhelming if you aren’t familiar with the terms. Fortunately, we are here to help you ensure sail through the AV planning process with these handy tips.
1. Hire Your AV Company Well In Advance
Ideally, your AV company should be one of the first vendors you hire. In fact, having your AV partner confirmed before you sign your venue contract would be beneficial as they would advise you best if the venue fits your needs and visions. This will avoid any unnecessary hassle and help your budget.
2. Understand And Clarify Your AV Quote
AV quotes can often contain technical terms that you may not be familiar with. In such cases, it is always important to clarify what it means with your AV company. We are always happy to assist you with any queries and it is important to do so to ensure hassle-free communication.
3. Don’t Skimp On Audio
Audio production at events is often undermined. However, it is important to consider the audio experience of the audience from the very front row, middle to all the way in the back. It is also important to clearly communicate the flow of the event with your AV team to account for varying audio requirements. For example, if you have a surprise musical taking place, let your AV company know so they can suggest the appropriate speakers possible for the experience in order to avoid the performance falling flat.
4. Include Your AV Team In The Event Planning Process
As your AV team, we are your partners! We aim to help you execute an event to the best we possibly can. With frequent communication, we would be happy to make any changes should they arise.
5. Constantly Communicate Event Changes
Failing to communicate changes in your event such as in location, event schedule, timings, etc can lead to increased costs in event labor, equipment and more. To avoid this, when anything changes at your end, let your event company know right away.
6. Ensure Presenters Adhere To The Correct Formats For Presentations
This is probably one of the most common AV mistakes! Picture your presenter arrives for the most anticipated talk of the conference with their presentation in the wrong format. They’ve created a presentation in the outdated aspect ratio, but you’ve designed a stage with a cutting-edge triple wide-screen, now their presentation doesn’t even fill up a third of the space and the audience can’t read it! This could amount to a huge visual and aesthetic fail and could cause the audience to tune out easily. It’s not the only way formatting can go wrong, we’ve also seen presenters bring in presentations created on Apple’s Keynote only to find out the conference is running PCs for presentations leaving their creation unable to even be opened. Despite these situations making for major disasters, they can be avoided with a little communication.
So, the next time you discuss your quote make sure to go over the type of formats and aspect ratios the presenters will be using to create their presentations. As an extra precaution, it will even be helpful to conduct a rehearsal to identify any possible glitches that could arise.
7. Manage Time To Allow A Smooth Set-up And Tear-down
A smooth set-up and tear-down are one of the vital elements of technical event production. More often than not, this process is often looked over. However, it is important to leave enough time to accommodate set-up and tear-down to ensure safety and accuracy. This will also eliminate the chances of unforeseen disasters. Some of these factors that need to be accounted for include travel time, parking, unloading, organization, plug-in and set up for each vendor.
CONCLUSION:
Ultimately, the key to making the best out of your AV partners comes down to clear communication and organization. So, let’s work towards building meaningful relationships that fuel the most flawless events!
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About us
Audiotech LLC is an audio-visual and event production company in Oman catering to all-scale corporate and cultural events throughout the region. We specialize in the technical aspect of events mainly in sound, lighting, audio-visual, staging & rigging, and backline gear.
We are a rental company that has served in various events in the region for both government and private sectors. We strive to be at the forefront of the event industry, especially in technical production.
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