Important Questions to Ask Your AV Provider

Category: Entertainment

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slide 1:

Important Questions to Ask Your AV Provider Event Planning Tips

slide 2: Event Planning with an AV Provider ➔ In many cases AV is the staple of an event for speeches music slideshows videos and more. ➔ We believe that a reliable AV company should always make sure that you are fully prepared. ➔ Unfortunately that is not always the case so we have compiled a short list of questions you should be sure to ask your AV company prior to your event.

slide 3:

5 Important Questions to Ask

slide 4: Question 1: Can you work with my budget Right off the bat let the AV company know: ● Exactly what you need ○ Speakers ○ Microphones ○ Projectors ○ Live Mixing ○ Streaming etc. ● How much you are willing to spend A lack of transparency here could lead to getting all of the AV planned only to realize they cannot do it within your budget or perhaps they can be within budget but can’t provide a crucial service you need.

slide 5: Can you work with my budget If you dont know the AV space very well there’s no need to worry. It is perfectly fine to let the AV company know: ● Where the event is ● How many people are attending ● What you will need the equipment for ○ Speeches ○ Live Music ○ Projecting a Sporting Event ○ Corporate Conference etc. They will be able to tell you the specific equipment that it would require and if they can do that within your budget.

slide 6: Question 2: Are there any issues with the venue ● Be sure to go over your venue contract thoroughly ● It is better to be aware of any limits during the planning phase ● Your AV provider will want to know what they are working with Notice- Some venues: ● Penalize clients who hire an outside AV provider ● Don’t supply power ● Many additional rules and restrictions that an AV provider would need to know beforehand An AV issue on event day is the last thing you need while making sure everything goes smoothly.

slide 7: Question 3: What additional information do you need Some questions to answer up front for them are: ● What content will be presented using their equipment ● How many people will be attending the event ● How many microphones are needed Wired or Wireless ● What is and isn’t provided by you or the venue ● How much space will they have ● Will they have access to wifi or ethernet if needed ● Will you require an on-site technician for troubleshooting or more complicated equipment operations Some questions to ask them are: ● What are their needs for bandwidth power and space ● How much time is needed for setup and strike teardown ● How many site passes will they need for their staff ● What kinds of microphones/speakers/projectors will be best

slide 8: Question 4: Can you do a walkthrough Having your AV provider tag along for a walkthrough can be a significant way to prevent any misunderstandings ahead of time. They will be able to plan: ● Load-in and Setup ● Locate Power ● Take Measurements ● Snap Photos ● Address numerous potential obstacles that too often need to be figured out on the day of the event. Walkthroughs allow them to work much more effectively and efficiently.

slide 9: Question 5: What team will you be bringing Depending on the size and technical specifics of your event it is always good to know: ● How many production crew members will be staying for the event ● What they will be operating The most important detail to figure out is who the point person is going to be. You will communicate your needs with this person and they will know who on their team to talk to and how to properly address your needs.

slide 10: Conclusion Dealing with an AV company on such an important piece of your event may seem daunting but it really comes down to communication. You are sure to be covered if: ● You are upfront about your budget and your needs ● Ask the right questions ● Put as much effort as possible into preparation for both you and your AV company Once these are all addressed chances are you will find a company that you work well with to service your future events—which can end the stress of searching allowing you to spend more time overseeing your event on all other ends.

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