As a meeting planner, your success hinges on the meeting owner’s satisfaction. And that means the stakes are high for every event, no matter how large or small. With so many considerations—recruiting speakers, planning entertainment, staying on top of finances, and more—the last thing you might have time for is audio-visual design and setup. That’s where professional AV providers like Tallen come in. A professional AV provider can support you in a few critical ways.
AV Providers Should Help You Understand Equipment & Labor Costs
Most meeting planners are not technical audio-visual experts. That’s why they’re hiring an AV company in the first place! Unfortunately, that lack of knowledge can come at a high price. We have often reviewed proposals from other AV companies for clients and found that they contain unnecessary equipment and costs. On the other hand, we have also come across proposals that lacked key items needed to facilitate a professional event. Luckily, we have a few things for you to keep in mind when reviewing your next proposal.
Understand Your Must-Haves Vs. Nice-To-Haves
First, make sure the equipment listed is what you actually need. Your audio visual equipment requirements should account for the specific room size, seating type, and content you’ll be delivering. Oftentimes, audio visual companies list generic audio, video, and lighting packages that can have you paying for equipment that is unnecessary. For example, some clients find that foldback monitors, speaker timers, additional confidence monitors, and back lighting are nice to have, but not always necessary. In the long run this can save you hundreds, if not thousands, off your AV bill. If your AV provider has changed equipment beyond your specifications, ask why.
Get A Fuller Picture of AV Expenses
Second, many AV production companies do not outline additional expenses (think lodging, per diem, travel, overtime) for each event. Be sure that what they have listed clearly defines any additional expenses you may incur. These expenses can significantly impact your overall budget. AV companies should always be willing and able to explain their labor costs satisfactorily.
Update Your Equipment List As Needed
Finally, if you’ve ordered the same equipment for a few years, remember that new technologies are always being developed. You want to make sure that your production partner is updating your equipment specifications, allowing your audience to experience the clarity of a corporate meeting run with state-of-the-art equipment.
It may seem reasonable to pay the same rate year after year. However, sometimes newer equipment can bring cost savings as innovative technologies improve efficiency. For example, many years ago the introduction of digital mixers negated the need for a separate equalizer in most meeting rooms. If you are ever unsure if your audio visual specs and RFPs are requesting the latest and greatest, Tallen is always happy to explain what is new on the market, and what we feel would be best for your specific event.
AV Providers Should Be Service Providers, Not Just Vendors
Most AV providers want to provide value while delivering the best solution at competitive rates. However, if your go-to AV company can’t deliver on the above service touchpoints, it might be time to find someone who can. At Tallen, we’re proud to deliver a consistently high level of service regardless of your event’s location, size, or shape. In addition to our technological expertise, we offer concierge service, in which we take ample time to outline and discuss all of your event’s meeting technology needs.
Ready to find an AV provider who goes above and beyond to make your event a success? Get in touch!