We’ve all been there: You’re in the throes of planning a big event, the budget is feeling a little tight, and you’re searching for a good place to cut costs. With your eyes scrolling over the budget, you come across a line: AV Tech Supplier. Hang on, why are you paying an AV Tech Supplier? The venue will definitely have a PA system, and using that is pretty much the same thing, right?
In a word, no. We know the temptation is there to go with the seemingly cheaper option, but as with many aspects of eventing, our experience has taught us that cutting this particular corner can often end up actually costing you more in the long-run – both in immediate costs, and in unsatisfied clients. For example, spending your budget on key note speakers, a top MC or a slick video production, only to have the audience unable to hear or have to sit through technical glitches, is not only a waste of resources and skills but will probably cause considerable awkwardness. With this in mind we always suggest fitting in a dry-run or technical rehearsal before your event goes live, so that you can solve any tech related issues ahead of time.
An often-overlooked problem with venue AV infrastructure is that venues rarely provide event teams with onsite technicians to assist with the technical setup, event proceedings or trouble-shooting technical bugs – leaving the event professional in the proverbial dark. When using a trusted AV or technical supplier, you can be sure that their best skill set and AV kit will be present to ensure that their own professional reputation is upheld.
While a venue PA system may work fine for a simple 21st Birthday Party, professional event AV can become complicated when it covers all your needs for lighting, sound, video, staging, and more. We’ve already spoken about The Experience Economy, and in 2018 that economy is undeniably tied up with the presence of a great AV supplier. Remember, you’re aiming to spend your money on your guests experience, and with the right systems in place, and a reliable team running it all behind the scenes, you can bet that your guests will have a personalised tech-centric experience to talk about long after they leave.
With all this said, that doesn’t necessarily mean that you need to expect to break the bank just to have a strong, reliable AV team on site with you. We’ve worked hard to develop a great relationship with our main AV supplier, and it’s a symbiotic relationship that has led to countless successful events together. Like many things in the events and meetings industry, AV has advanced today to incorporate some incredible possibilities and should always be considered to take your event to the next level. While there will definitely be resources that cost around the same as the Super Bowl’s AV set up, there are also many ways to incorporate AV within your own budget. Define your event goals and objectives, and find the best way to make AV work for you – but don’t get stuck with an average venue PA system that won’t add to the function at all.
At the end of the day, just remember to always put your guests’ experience first, keep an open dialogue with your AV supplier and imagine how you can fill the space with memorable and meaningful moments. Event planners today are using AV throughout the event, not just before each speaker. Incorporating it in unexpected ways really is the best method to get the best return.
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