How to manage audiovisual costs, quality and third-party relationships
AV can make or break your event and your budget. Knowing the right questions to ask during contracting and negotiations can make all the difference. Attendees at Smart Meetings’ Culinary Experience, hosted at Paris Las Vegas, were treated to an advanced contracting workshop led by Scott Frankel, president of Animatic Media LLC and Conference-On-Demand + LIVE.
Frankel mined his 26-year event production career for the tips planners need today to manage spiraling audiovisual costs. If you were unable to join in person, fear not—we’ve curated the top takeaways from the presentation for you to consider when signing an AV contract for your next meeting or event.
Don’t Underestimate the Importance of AV
Debating whether to use in-house or outside AV? Whichever direction you head in, both require a thorough needs assessment that goes beyond venue specs. Communicate your needs and goals clearly and consider adding an AV representative to your next conference call, as that person can likely bring an important perspective to your planning process.
The sooner AV is involved in your planning process, the more likely it will be that the team can provide the best overall service, as well as troubleshoot any unforeseen obstacles in advance of your next meeting.
Read More: Elevate the ‘Video’ in Your Event Video Production Strategy
Details on set up, rehearsal, show and strike are crucial to top-tier execution by AV teams, and the sooner you can provide them with those details, the better. Also, providing AV with as much lead time as possible is ideal. For example, if you have access to a venue two days before an event, try to let AV in as early as you can, rather than assuming that the day before is adequate.
Factor in the Easily Forgotten Obvious
AV teams need time for meals, breaks and other legal requirements. Be sure to allow space for those in your set up schedule. When it comes to your budget, keep in mind that overtime can quickly become a major expense if set up is not arranged to fit an eight-hour day.
Seemingly small things like mic counts are crucial to the seamless flow of your meeting; in addition to speakers onstage, factor in Q&A sessions and offstage interactions to ensure you are covered in all scenarios.
Light It Up: The #1 Way to Set the Atmosphere
Now that LED rules the school, lighting has become the most essential tool when setting the mood and energy of your event. Elements such as stage wash, camera lighting, scenic lighting, intelligent lighting, mood lighting and DMX/iPad room control come together to shape a top-tier professional setting, and your AV team should be well-prepared for all of these through pre-event meetings and conference calls. The more clearly you communicate your objectives, the better suited your AV vendor will be to providing exactly what you need.
Read More: How Technology Can Help Us Build a Greener Events Industry
Smart tip: last-minute add-ons like power strips and extension cords can seriously impact your budget, as they can often be double or even triple the cost they would have been, had AV been aware. Money that could be spent on larger centerpieces or customized welcome gifts can be easily lost this way.
Building an A+ AV Team
When building your AV team or outsourcing, Frankel says the must-have members are an A1 (the primary audio engineer), V1 (primary video engineer), camera op (camera operator) and one shadow (a union person from the venue to work with the third-party vendor). Ideally, there would also be an A2 (an audio technician who assists the A1), stage manager and graphics op (graphics operator). A show caller/producer might also be helpful, depending on the scenario. If you communicate your vision in as detailed a way as possible, your AV vendor should be able to provide you with exactly what you need.
Whether it’s a large-scale conference or a small breakout session, AV always leads the way in terms of presentation and outward professionalism.
