You and your team work diligently to make events happen for your organization. Months and months of calling, planning, budgeting, and meetings. Depending on your event, there are a lot of details that need to be worked out. Among the most crucial of those details is your events A/V.

Why A/V is Important

You have no event without your guest speakers and presenters. What happens if your guests can’t hear or see them? If your message isn’t communicated, how does this influence the experience of your attendees? Your message will only make an impact if the A/V works – and works well. If not, everyone will be talking about how the lights were in my eyes the entire time! Or how they were speaking so quietly, I couldn’t hear a thing.” If your audience doesn’t clearly hear and fully understand your message, were those months of planning worth it?

What You Can Do To Plan A/V Properly

1. Planning Ahead

As obvious and simple as it sounds, discussing your event’s A/V needs at the beginning planning stages goes a long way. Planning your event production, in the beginning, can save you thousands of dollars in the long run. Most importantly, it helps relieve stress by giving plenty of time for changes. This allows your event to be exactly what you envisioned. In addition, shipping last-minute gear and hiring last-minute staff to aid your event’s production can get pricey. It’s the difference between an ER bill and a standard doctor visit. Save your money and/or invest it back into the production of the event itself.

2. Discuss Venue Options with Your Production Company

Large event production companies visit hundreds of venues throughout the year. When you discuss the needs of your event with your production company, you cut out the need to call around and find a venue by yourself. You also reduce the risk of extra headaches once on site. Your production company will be able to have extra insight on what venue would work best for the capacity and needs of your event.

3. Do you have a repeating event? Develop a Relationship with your production company.

Imagine being able to have your A/V taken care of simply by sending a text message to your production company. We do this for repeat clients all the time. After using a production company over multiple events, they learn your needs – and they earn your trust.

How Excellent A/V Support Will Transform Your Event

Putting effort into finding the right audio visual production company and getting the right A/V for your event will pay off. Investing in high-quality production transforms an event from a boring business presentation to an environment full of learning and networking. We’ve seen non-profits exceed their funding goals in one night due to the success of their messaging. It is always worth the investment when your message is heard loud and clear. After all, it’s not just a room full of people. Their presence is purposeful and your message to them is important. Present them with a show that surpasses expectations, and you’ll be rewarded with prosperity.

It’s 10 minutes until the start of your organization’s biggest event of the year. The pressure is on. You feel the rush of adrenaline knowing that months of planning and preparation have led up to this moment. Looking around, what is it that you want to see? You have planned and accounted for every detail – that’s what you want to see.. You want to feel confident in knowing your presenter(s) and show flow have been tested and that they are ready and prepared. The mics are working clearly, the lights are perfectly placed, the cameras are in their proper position and your AV production team is primed, organized, and in equal anticipation of the event kick-off.

The opposite side of that scenario doesn’t sound quite as sweet. It only adds to your nervousness if you see the AV team running around in distress trying to make last-minute improvements or adjustments. The mics squeal consistently with feedback. The lights are super bright in some places, and completely dark in other spots. The cameras recording your show are shaky and just barely out of focus. These impressions matter. They matter to everyone involved.

How did you choose your AV team? In-House? Budget? Quality? Reputation? Referral? Or did you Google “production company near me”? What matters in the moment your show begins is that your vision and your message is portrayed with detail-oriented precision for a flawless experience for both you, your team, and your participants.

Your primary criteria when vetting a production company should never be about proximity to your event. The best, most experienced production partners you can find are used to traveling their teams to wherever they need to be — and staying within budget.

The Top 3 Reasons Why Your Production Company Partner’s Location Does Not Matter

  1. Production Companies who travel are often more experienced. Your event will be top-notch, every time.
  2. It’s one of your team’s most important days, don’t hold back on partnering with an A.V. team that best fits your needs.
  3. It takes roughly the same amount of time to set up, tear down, and complete your event. Hiring the right team will ensure this process is effortless and efficient.

There is an immense amount of detail that goes into making an event flawless. If even a small portion of those technicalities go wrong, it negatively affects the participant’s experience. To get these details right, you need a production company with a proven track record of excellence. A team that pays close attention to detail and has experience navigating and preparing for every scenario. For example, let’s say your show is in a local arena. You don’t need a production team that knows that specific arena your event is in, you need a production team that has deep experience with arenas. This also takes an immense amount of pressure off you and your team.

Your show took a lot of effort to make happen. No element should be spared in creating a flawless event experience for your audience. Similar to a photographer on your wedding day, you’re not just going to hire one who is close to the venue. It’s your big day! You’re going to hire one that matches your vibe, one you trust, and one that knows what they’re doing so you don’t have to worry about a thing when it comes to capturing the moments you want to remember. Hiring your production company with this same mindset can enhance your event and ensure it’s everything you’ve dreamed it could be.

You took our advice on the first two points (Nice job!). You hired a production team, regardless of location, with the highest standards of excellence in service and skill for your event. When you hire a production team with additional experience, setting up and tearing down events becomes effortless. Time is money. Teams who consistently produce events of similar scope are able to keep costs manageable even if they have to travel. Having an experienced production team that can optimize their time and effort is a great advantage and extra insurance for an impeccable show.

Your event is your biggest day of the year. Treat it as such. Don’t hold back on hiring a production team that fits your needs. Search nationwide for the right team instead of one who is close to your venue.

If cost is a worry for your event, rest assured that our team at avad3 has a system in place to keep traveling for events extremely cost-effective. Our team runs an analysis nationally to keep our costs extremely competitive.

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