How can you meet stakeholder needs while staying within your audio-visual budget?

Hold up hold up... you telling me you need audio AND visual? What about smell? Taste? Touch? We're not being ambitious enough! no more AV. more AVSTT <3

Research and evaluate multiple AV vendors, equipment rental companies, or in-house AV solutions to compare pricing, packages, and service offerings. Request quotes and proposals from different suppliers, considering factors such as equipment quality, technical support, setup and teardown services, and any additional fees or hidden costs. Look for providers that offer customizable solutions and flexible pricing options tailored to your specific needs and budget.

Engage in strategic negotiations with AV vendors or service providers to secure favorable terms and pricing that meet your budgetary constraints. Seek opportunities for cost-saving measures such as bundling services, negotiating volume discounts, or leveraging existing relationships for preferential rates. Clarify contractual terms regarding payment schedules, cancellation policies, equipment insurance, and contingency plans to mitigate risks and ensure transparency.

Prior to the event, conduct thorough testing and quality assurance checks of the AV setup to identify any potential issues or technical challenges. Verify equipment functionality, audiovisual connectivity, and multimedia compatibility to ensure seamless operation during the event. Conduct onsite rehearsals and walkthroughs to familiarize event staff and presenters with the AV setup and troubleshoot any last-minute concerns or adjustments.

Throughout the event, closely monitor AV performance and attendee feedback to identify any areas of improvement or optimization. Stay proactive in addressing technical glitches, sound quality issues, or visual discrepancies in real-time to minimize disruptions and maintain a positive attendee experience. Collect post-event feedback from stakeholders and participants to assess AV effectiveness and gather insights for future improvements.

Everyone who plans events knows that AV is where the on-site budget goes. Sending out a comprehensive survey to speakers before the event helps gather essential details such as room setup preferences, equipment requirements, and technology preferences. This includes maximum attendee numbers, microphone preferences, screen needs, and software preferences like Zoom usage. By collecting this information upfront, it reduces last-minute requests and minimizes additional onsite charges, ensuring that stakeholder needs are met effectively while staying within budget constraints.

A/V needs can change throughout the planning process. Be sure to do several check ins with both your event client and A/V vendor. Here are a few questions to consider: -Do we have everything we need on our A/V contract to fulfill our scheduled programming? -If not, what will it take to increase it? -Will we need to reduce budget elsewhere to accommodate increases or is the client willing to increase budget for this? As you get closer, do a few final checks to be sure everything is on pace!

Scalability and Flexibility: Anticipate potential changes or fluctuations in AV requirements based on event dynamics, audience feedback, and stakeholder preferences. Choose scalable AV solutions that can adapt to evolving needs. Risk Management: Develop contingency plans and backup strategies to mitigate potential AV-related risks such as equipment failures, power outages, or technical malfunctions. Invest in reliable backup equipment, redundant systems, and onsite technical support to ensure continuity. Value-Driven Partnerships: Cultivate long-term relationships with trusted AV vendors or service providers who understand your organization's objectives, preferences, and budgetary constraints.