Planning a corporate event is a time-consuming process with many steps, and selecting an AV vendor is one step that is critical to event success. The right AV vendor not only ensures high-quality audiovisual experiences that engage your audience but also provides the technical expertise and support needed to navigate any challenges that may arise.
Asking the right questions can help you select an AV vendor who can plan and run your event flawlessly without unnecessary or excessive cost.
Here are our top five tips for selecting the ideal vendor:
1. Be Clear With Potential AV Vendors About Your Goals
Consider the event and the audio, lighting, video, and scenic requirements. List your event production goals—messaging, engagement, budget—and pain points that you’ve experienced in the past.
2. Ask the Right Questions
Key questions to ask about technical staff:
- What is the experience level of their technicians and other AV staff? Will you be supplied with consistent, experienced personnel? Having a reliable team familiar with your industry and types of events can give you an edge in planning and execution.
- Do they have experience working with union labor in different cities, if required? This is something AVD assists our clients with often, and is crucial as it can affect costs and logistics.
Key questions about equipment:
- Does the AV vendor own their equipment or do they rent equipment from secondary vendors?
- What are the equipment costs? An AV vendor that owns their equipment can offer substantial discounts.
- If they own their equipment, do they continually buy and upgrade to keep pace with the changing technology? Look for vendors that leverage the latest trends like immersive audio systems and transparent LED displays.
- Do they travel with backup equipment? Selecting an AV vendor with backup equipment readily available is crucial to avoid potential interruptions in service.
“You want your critical components like LED tiles, projectors, media servers, show computers, and microphones to have backups in-line and at the ready with technicians that are familiar with the equipment so that there is no lapse in service. Otherwise, you may have to scramble for local rental providers and pay higher prices for them, plus, hotel/venue fees and taxes.”
-Tricia Maguire, Director of Production, Senior Project Manager at AVD
Key questions about client service:
- How does the vendor adapt to last-minute changes, power outages, delays, or other disruptions?
- Is the crew prepared with expertise and extra equipment in case of unanticipated pop-up rooms, additional breakout rooms, or other last-minute alterations to the event’s agenda?
3. Look for Industry-Specific Expertise
When selecting an AV vendor for corporate events, consider their experience in your particular industry. Some sectors, such as pharmaceuticals and biotechnology, have unique requirements and regulations that can impact event success.
An AV vendor with expertise in these fields will understand the nuances and potential challenges, ensuring smoother execution. For instance, they may be familiar with compliance requirements for presenting clinical data or handling sensitive information.
4. Review Contracts Carefully
Carefully review proposals or contracts to ensure you understand and agree with all points. For example, what constitutes a “day” for their crew? At AVD, our day is 10 hours; other crews may base their rates on an 8-hour day which could potentially lead to unexpected overtime costs.
Additionally, verify the scope of services included, such as equipment setup and breakdown, technical support, and any additional fees for last-minute changes or extra equipment. Clarifying these details upfront can help avoid surprises and ensure that the vendor meets your event’s specific needs and budget.
5. Ask for References from AV Vendor Associates
Make sure to ask for testimonials and references, and read reviews in industry forums. Additionally, consider reaching out to past clients directly to inquire about their experiences, particularly regarding the vendor’s responsiveness, professionalism, and ability to handle unexpected challenges. A reputable AV vendor should have a track record of successful events and be willing to share case studies or examples of their work.
AVD Offers Seamless Event Production
Ideally, you will find an AV vendor that you could return to again and again, building trust in the relationship and creating the kind of communication that allows them to anticipate your needs and streamline future events. Find out more about how our experienced and reliable staff could be the perfect AV vendor for your next event.
Reach out to our team today, and let’s transform your vision into reality—your next event could be the most memorable one yet!