Better ways to collaborate with AV providers

Better Ways to Collaborate With AV Providers

It was great to see you all at the ‘Better Ways to Collaborate With AV Providers’ session at the 2023 FICP Ed Forum. Based upon the panel’s discussion points, here is a more in depth look at navigating successful partnerships with your AV/production providers. We hope you’ll find this info helpful.

One prevalent misconception is that AV is solely about the equipment used during an event. While equipment is certainly a crucial aspect, AV goes beyond just the technical gear. It encompasses a comprehensive service that includes skilled personnel, effective management of the show production, and exceptional customer service.

When you partner with an AV production company, you’re not just getting equipment; you’re gaining access to a team of experienced professionals who understand the nuances of event production. They bring their expertise in areas such as sound engineering, lighting design, video production, and stage management to ensure a seamless and impactful event experience.

Moreover, all-in-one AV production companies like ours provide a suite of offerings that extend beyond traditional AV services. We understand that event planning involves multiple facets, and we aim to make the process easier for our clients. In addition to AV equipment, we provide branding solutions to enhance your event’s identity and create a cohesive visual experience. We offer custom scenic designs that can transform your venue into a captivating space tailored to your event’s theme and objectives. We even provide video production services to capture and amplify the story you’re trying to tell.

One crucial aspect often overlooked is the attendee experience. AV plays a pivotal role in creating a memorable and engaging event for your audience. It goes beyond delivering crisp audio and stunning visuals; it involves understanding how to maximize the impact of presentations, create immersive environments, and leverage technology to foster audience participation and interaction. By partnering with an AV production company that understands these dynamics, you can elevate your event and leave a lasting impression on your attendees.

Another misconception is that only large-scale events can benefit from outside AV providers. However, that is not the case. Even with a smaller budget, you can take advantage of the expertise, resources, and creativity offered by AV production companies. They can work closely with you to design a tailored solution that aligns with your budget and objectives, while still delivering an exceptional experience.

  1. What type of supplementary services do you provide?
    Beyond basic AV equipment, it’s valuable to know if the AV production company offers supplementary services that can enhance your event. For example, do they offer branding solutions, custom scenic design, video production, or attendee engagement technologies? Understanding the full range of services available can help you create a comprehensive event and more engaging experience for your attendees.
  1. Is the staff their own internal team?
    Knowing whether the AV production company has an in-house team of experienced professionals is crucial. Inquiring about the qualifications and expertise of their staff members can provide insights into the level of skill and knowledge they bring to the table. Having a dedicated team familiar with the provider’s equipment and procedures ensures a smooth and efficient execution of your event.
  1. How much equipment do you own in-house?
    Understanding the scale and range of AV equipment owned by the company is important. Inquire about the quantity and quality of their equipment inventory to ensure they have the necessary resources to meet your event requirements. This includes sound systems, lighting fixtures, video displays, and other essential AV components.
  1. How do you handle the pre-production/planning process?
    A well-organized pre-production and planning process is crucial for a successful event. Ask the AV production company about their approach to pre-production and how they collaborate with clients. Inquire about their ability to understand your event goals, suggest creative ideas, and offer technical expertise during the planning phase.
  1. What are some best practices you’re seeing in the industry?
    Ask the AV production company about the latest trends, technologies, and techniques they employ to enhance events. Inquire about their experiences working on similar events within your industry and any innovative solutions they have implemented. This will help you gauge their knowledge and commitment to delivering cutting-edge, relevant experiences.

We understand that budgets can be a significant concern when planning events, and we strive to work with meeting professionals to deliver a cost-effective solution that meets their needs and event goals. Here’s how we approach cost management while ensuring a high level of service:

  1. Utilizing our own equipment: By utilizing our in-house equipment, we can offer competitive prices to our clients. Our company is always adding new equipment and technology to an already robust AV inventory. In addition, having an in-house Scenic Experience division allows us to pull from a wide range of scenic rental items. All of this enables us to streamline costs and provide a cost-effective solution without compromising on quality.
  2. Keeping event services in-house: We take pride in offering a comprehensive suite of services under one roof. By keeping multiple event services, such as AV production, branding, staging, and more, in-house, we can optimize efficiencies and reduce costs. This integrated approach enables us to provide a complete solution while minimizing the need for additional vendors, thus keeping overall costs in check.
  3. Scalability to accommodate budgets: We understand that every event has unique budgetary requirements. We have the flexibility to scale our crew up or down based on the specific needs of each event. This allows us to provide tailored solutions that align with varying budgets while ensuring a high level of service and expertise.
  4. Providing options at different price points: During the pre-production process, we work closely with meeting professionals to understand their priorities and objectives. We offer a range of options at different price points for various aspects of the event, including screens, stage/set design, branding, and more. By presenting different alternatives, we can help prioritize where the budget is allocated, ensuring that resources are allocated to the areas that matter most to the client’s event goals.

By employing these strategies, we aim to collaborate closely with meeting professionals to find creative and cost-effective solutions for their events. We understand the importance of balancing practicality and affordability. Our approach is centered around transparency, flexibility, and offering a range of options to meet different budgetary requirements.