When throwing an event of any kind, the A/V components can be a real deal breaker. Dropped sound at a seminar, surging blackouts from wedding overloads, and piercing feedback at concerts can all be avoided by enlisting a qualified engineer from the very beginning. When you don’t speak techie, anybody can come across as a well-seasoned vet. Look out for the warning signs before show time and everything should be smooth sailing.
Don’t Be a Cheapskate
While everybody loves landing a good deal, holding tight to the purse strings may be more costly than you think. Quality should be the desired outcome. You want a professional presentation for your event’s attendees. Old beat up speakers, dimming lights, and cracked stages will inevitably fall back on you. Although the cheaper option may initially be the most appealing, sometimes paying a little more will give you a lot more peace of mind while the day’s events are unfolding.
There is a wide range of AV equipment at your disposal. High quality pieces compliment the energy of your event and may have an impact on the proposal’s price. Suppliers with lower invoices may advertise the latest technology but show up on the day of with low-budget imitations you can find in your local electronics, (or even worse) chain store.
An experienced technician will voice to you a clear plan of action. They have already dealt with necessary contingency plans and they come armed with enough manpower to get the job done. With countless other things for you to focus your attention on, a true AV professional will have all of their bases covered.
Don’t Be A Sucker
Being to tight with your money runs hand in hand with being too loose. Establish a budget beforehand and shop around to compare different rental company’s going rate. Package deals may vary by supplier but the general range of services offered compared to invoice estimates should be somewhere in the same ball park.
Receiving quality service doesn’t necessarily mean you need to pay the highest premium put on the table. Just as the lowest bid may not offer the best products, the most expensive bid may not have the customer in mind. Read over customer reviews and don’t be afraid to ask for references. When in doubt, Google and other consumer sites can be your best friend. Sites categorizing businesses with multiple complaints are a good resource. The Better Business Bureau could also assist you in coming to a conclusion.
Make an educated decision based off price and performance, in the best cases, one won’t outweigh the other.
Time Is Money
Be crystal clears in your invoice about your needs and expectations. This will assist the AV providers you’re contracting in creating a proposal specifically tailored to your event.
Time is of the essence. Setup may begin hours or even minutes before your event’s start time. A successful event is like a well oiled machine. You’re only as strong as your weakest link. All of your vendors, operators, and coordinators should be working on the same accord.
Rentals and reservations are normally required to adhere to a strict schedule, although situations arise that can be out of a person’s control, your AV company should be equipped to rise to the occasion. They should have a history of being prompt and efficient. Here’s another area where you shouldn’t just take their word for it. A successful business should be glad to offer references to support their claims.
Make a List and Check It Twice
Before making a decision, compare every component of each offer you’ve received. Categorize them according to appeal. Who offered the most competitive package? Who has the most up-to-date technology? Who was able to provide reference samples?
Depending on what factors are most important to you, after comparing all your options, you’ll be able to begin the process of elimination. Do you homework on the industry as well. Research what to look for from your AV provider. As the days progress and your event draws near, if you haven’t heard from them, don’t be afraid to give them a call. You don’t need to pester them or micro-manage. When soliciting the help of professionals, they’re already aware of the necessary steps to get the job done. You just may need to open the line of communication so you can ease your stressing mind.
If it’s your first big event or a backyard birthday party for your child, contracting a quality Audio Visual specialist will surely breathe new life into the occasion. If needed, check their licenses and be sure that they’re properly insured. When beginning your search, start with friends and family, let them know that there’s no guarantee you’ll go with their best friend who’s a barber and a part-time technician but it doesn’t hurt to check out all your options. Knowledge is power. Know what you want, how you want it and when you’re expecting to have it. A quality company will rise to the challenge then exceed your expectations.
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