Audio visual or AV lies at the center of successful event management. These not only help you get your message through but also bring in the “wow” factor. However, AV mishaps do occur and can be frustrating. This means that you need to be prepared and run a checklist to make sure everything goes smoothly apart from hiring the right audio visual rentals. Here are some tips to consider for your next AV event.

Skipping Equipment Backups

One of the most common mistakes when it comes to managing AV events is not having a proper backup. The last thing you would want is the projector going out all of a sudden with the presentation coming to a screeching halt. In this case, you will need to wait for a backup, which will take time and maybe upset the audience.

Although technology offers convenience you will never know when it gives up on you. This is why it is important for you to always have a backup. You will have to spend extra money but that is far better than keeping your client waiting. When hiring an AV event company, make sure they have secondary microphones, speakers, and other important items.

They should not be sitting in a warehouse but brought along at the event. If anything was to unexpectedly go wrong, you will at least have something to work with.

Trying To Cut Costs

There is no doubt that AV events are expensive. The reason is simple AV equipment is pricey and usually comes with a team that charges for its services. That said, you might want to cut costs depending on the budget but that does not mean you compromise the quality of your event.

Cutting costs wherever possible is a smart decision but you should communicate your budget with the event management company as well so that they can focus on your needs and preferences and keep the extras at bay.

For instance, you might come across a projector that is costing you $2000. You can ask the event management company to offer a less expensive substitute. And from a company perspective, if you have a client that is not willing to spend loads of money, you can offer something that just suffices their needs.

However, if they want the latest versions and best quality AV content, you can offer them better options that will come at a higher price. In this case, you can explain to your client how using such equipment will make an everlasting impression on the audience.

Assuming Set-Up And Tear-Down Will Be Quick

It is a common misconception that AV events are easy to manage. All you need to do is set up the microphones, projectors, etc. and you are done. However, that is not the case. Setting up and tearing down an AV event takes time and is often difficult.

Considering the fact that AV equipment is expensive, you will need to take your time to both install and uninstall the projectors, screens, etc. There have been many incidents in the past where companies have hurried the process and ended up damaging expensive equipment. Therefore, specialized live event product companies Maryland are required for this job.

Plus, you need to keep in mind that AV events involve many other factors as well. There might be companies hired to install heating or cooling systems. Therefore, you will need to plan accordingly and avoid disasters at all costs. On top of that, you should also incorporate packing, unloading, and organization for each vendor.

Incorrect Presentation Formats

This is perhaps the most common mistake AV management companies tend to make that costs them big time. Imagine the keynote speaker walking up to the podium to deliver the speech only to turn around and find out that the format is wrong. This not only leads to embarrassment but is a total waste of the client’s time and money.

The best way to prevent such situations is by consulting the client and gathering as much information about the business event as possible. Presentation formats vary based on the type of content being presented. Images and videos are presented in different sizes depending on factors such as audience size, lighting, and screen size.

And if possible, schedule a rehearsal with your AV company. This not only helps relieve some pressure but also double-checks the important equipment.

Assuming Everybody Is Ready

Assuming everybody is ready on your own is the worst mistake you can make. As mentioned earlier, there are several other vendors involved in AV events and you need to be in contact with them. You must communicate with every single individual involved till the end of the event.

Several days before the event is supposed to take place, schedule a meeting with those involved and make sure everything goes according to plan. Ask your team members to grab a piece of paper and write down the responsibilities so they know what to do.

Finally, two days before the event, remind everyone of their responsibilities and run a final check to make sure everyone and everything is ready.

Free Wi-Fi

AV management companies have begun charging their clients for Wi-Fi services as well. As a result, the costs of these services over the past few years have significantly gone up. However, depending on your budget, the company may or may not offer you free Wi-Fi services.

If your budget is already low and the company is still offering “free Wi-Fi”, you should not trust them. Such internet services are not consistent and will ruin your event. Instead, you should consider the number of people attending the event and the bandwidth required.

If your budget allows, ask for better Wi-Fi services so that the event attendees do not feel irritated viewing the content on their devices.

Neglecting The AV Team

Neglecting the AV team is surely a silly mistake. You are paying them for their services but that does not mean you neglect them throughout the way. They are your partners in this and are there to ensure your event goes smoothly. That said, it is important to make them feel included instead of keeping them strictly behind the curtains.

Talk to them and discuss your ideas while showing appreciation for their work. A little respect goes a long way in such situations. The team will be willing to go to extra lengths to ensure everything is problem free. And if a disaster strikes, they will make sure things return to track as soon as possible.

This is because your problems will become their problems and will motivate them to step out of their comfort zone to help solve the issues.

And once the event comes to an end, sit down and thank the team for their services and cooperation. Even if some mistakes were made, you should lead by example and help them improve their services. In the future, the company will make sure they have you covered whenever you need them for their services.

Conclusion

Keep in mind that avoiding all AV mistakes can be impossible but you should work with a dependable AV equipment rental MD company and keep the tips mentioned above in mind to prevent major problems.