Event planning is a high-pressure job. It requires months of strategic planning and attention to detail to ensure a successful representation of your company or non-profit organization.

Throughout this process, you communicate with numerous individuals, discussing countless details. With so much on your plate, it’s understandable to feel overwhelmed when your A/V company starts throwing around terms like “gobos” and “edisons.” And while it’s their responsibility to explain their solutions clearly, understanding production terms will empower you to effectively communicate your needs.

Why Learning Your A/V Company’s Production Terms Matters

Juggling multiple tasks while orchestrating a great show can be challenging. At its core, production involves leveraging various technologies to effectively communicate your message to your audience. Familiarizing yourself with the names and uses of these technologies will help you make informed decisions when selecting equipment for your event.

This knowledge will also enable you to plan your budget more effectively and have meaningful discussions with your A/V company regarding your specific event requirements.

Your Event Is Important – Make Sure You’re Set Up For Success

Your message deserves to be heard by the right audience. Determine how many attendees should be present and select a suitable date for hosting the event. Consider whether an in-person gathering or a virtual conference would better serve your audience’s needs. Just like building a house, start with the basics when brainstorming your event.

Once you have a vision in mind, it’s time to plan the event’s details. For example, let’s say you decide on a hybrid conference with a main stage, large screens, and a side stage for live performances. Having knowledge of production terms will empower you to effectively communicate your vision to the production company.

Here’s an example: You can request having enough decks in the GS area to accommodate an 8-person panel with lavs. The band will require backline equipment, with wedge monitors for all band members except the lead, who prefers IEM as stated in their rider. Additionally, you’ll need bi-directional streaming capabilities for remote presenters and seamless at-home Q&A sessions. By utilizing these production terms, you’ll streamline communication during the initial planning stages.

Once all the technical details have been ironed out between you and your production company, they will provide you with a quote. Equipped with a strong understanding of production terminology, you can align yourself with the specifics of the quote and ensure all your requirements are met.

Finally, the day of your event arrives. It’s the culmination of all your hard work and planning. As you witness everything falling into place just as you envisioned, remember that you can always rely on production terms to ask questions and seek clarifications onsite.

Knowing the Production Language Will Allow Confidence On Your Big Day

Mastering production terminology allows you to further navigate the event planning process with confidence. By understanding the language of production, you can effectively communicate your needs, ensure seamless execution, and deliver a memorable event that captivates your audience.

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 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.

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