The ABCs of Audio Visual: 5 Questions To Ask Before You Commit
It can seem like a daunting task finding the right AV company for your event. You sent out the RFPs, evaluated the AV company responses and narrowed it down to 3 potential providers. Before signing on the dotted line, you want to ask some follow up questions to make certain you are choosing the right supplier for your next event. These questions to ask your audio visual provider will help you navigate through your options and make the best decision possible for your event.
Remember, if a company will not break down quotes and explain everything to you, line by line it’s time to walk away.
How long have you been in business?
You want to make sure that the audio visual company you select are professionals. AV is not something you want to skimp on. It could ruin your event if it is not done correctly. If you hire a company with minimal experience they may be guessing their way through your event. Perhaps they can’t get their lights to work. Or maybe they don’t meet your expectations, leaving you with a less than stellar experience. In a worst case scenario, they may not be fully knowledgeable when it comes to structural set ups or power which could result in serious injuries. Check to see what kind of events the company has done, and what experience they have.
What differentiates you from your competition?
Most AV & event production companies aren’t enjoyable to work with. As mentioned earlier, maybe they didn’t walk you through your quote, and you have no idea what you were getting. Or when issues pop up, they play the blame game instead of fixing the issue. AV companies can really blend together. Don’t be afraid ask your potential companies what makes them stand out!
At EPD, years of experience have allowed us to observe what works and what doesn’t and we applied that experience to building the best audio visual & event production company. We focused on having a fun and dynamic team of people who you will love to work with, breaking the mold of traditional audio visual company. And we ensure you understand everything you are getting and have what you need for the event you want. We are focused on providing the perfect service!
Are you a local company?
There are many advantages to having a local AV company manage your needs – including saving on shipping and labor cost, their knowledge of the event space and city your event will be held, and stimulating the local economy.
What would you recommend to maximize the experience?
Even if you think you know your way around AV equipment, due to experience it’s likely the professional AV company knows better. You may have budgeted for the bare minimum in certain areas or are trying to cut corners but shouldn’t be and your AV team should be upfront and tell you. This could lead to an event disaster in the long-run.
Ask your AV company their opinions. Any great AV company will tell you where you absolutely should not skimp. If it will be damaging to cut from your event your AV company should let you know and explain WHY. On the other hand, they should also be able to suggest where you could cut if needed that would not make as much of a difference at your event but help you with the budget.
A great AV team will also make suggestions for improvement. Perhaps they suggest adding something neat you have never heard of to really wow your guests! Or maybe you didn’t realize that you might need larger screens for those attendees in the back to be able to see the speakers presentation. They are there to help you spot these changes ahead of time to make your event amazing.
As always, make sure that your audio visual company is making it crystal clear what the differences will be if you decide to switch options when downgrading, upgrading or switching out options. Expectations should always be very clear.
Who is the main point of contact?
Make sure you are put in contact with your master sound technician and event manager. This will be the person on your AV team who manages everything at your event to ensure a flawless execution. Your sound technician is focusing on the technical side of the equation (lighting, sound, etc), the event manager can focus their attention on you. They will act on your behalf and communicate your needs to the right person. You’ll have a much better experience with an event manager at your event and by your side.
Asking these questions to your AV company will play a crucial role in ensuring you have made the right choices for your event. It will also help you choose the perfect audio visual company for you! Remember, if a company will not break down quotes and explain everything to you, line by line it’s time to walk away. Your AV company should be your partner in creating the atmosphere you desire for your event. They should be there to make suggestions and help you make your event the best possible!