22 Oct Audible Perfection
How to Choose THE Best A/V Company for Your Event
For every event you plan, there will more than likely be an Audio/Visual (A/V) aspect that needs your attention. This aspect is just as important as finding the right caterer
or decor. Choosing the right lighting and sound for your event can be difficult if you are not technically inclined (as I am). And there is nothing that will mortify your client more than going up to a microphone to conduct their big speech only to have the microphone go silent…you can kiss future contracts “goodbye”. That is why today, I will pass on tips that I have learned over my years as an Event Planner that proved to be truly helpful when finding a knowledgeable and trustworthy A/V specialist.
Preparation is Essential
During your initial meeting with your client, gather as much information about the event as possible. Asking the client for historical data (past pics, videos, programs, etc.) can help you weigh your A/V options. This can also help you get a handle on the specs that you will need to give the A/V company. After your meeting you should know: if you need a small or large sound system, LCD screens, projectors, and any other form of media.
Read the Small Print!
Before signing any contracts, be very wary of a venue that tries to narrow your choices of A/V companies by demanding that you use their in-house services. Most of the time, these requirements are fueled by the fact that they receive a commission for the business referral. What’s worse is that they will even go a step further and charge you outrageous fees when you choose NOT to use their in-house services. If the venue really wants your business, they will waive these fees. If not, move on to your next choice in venues.
Appraising A/V Vendor Expertise
You want the best A/V company your client’s money can buy and to do this, you must be diligent in choosing the right company. When inquiring about an A/V company’s services, ask:
● How long they have been in business? (Do Your Homework: Google them and check them out on the BBB website if possible. There may also be online reviews left by past clients…they can be very telling.)
● Are they capable of handling both large and small events?
● What type of equipment do they have at their disposal?
● References with supporting pictures or video.
● How many people are on the staff? Are they certified or professionally trained?
● Will they be sub-contracting any of the A/V duties?
Educating yourself is the best weapon against hiring a shoddy A/V company. If an A/
V company is not cooperative with your questions, then it would be best to move on to the next selection. Now that you have been armed with these little jewels of knowledge, you can hire THE best A/V company and expect not only visual, but audible perfection!
As always WE would like to wish you the best in all that you do! If you have questions or comments please feel free to post them below or shoot me an email.
This is Allyson Wynn signing off and may all your events be a “Wynning Experience”!