Choosing an audiovisual supplier to create a memorable event

Cre­at­ing a mem­o­rable event  can be an ardu­ous task and is more dif­fi­cult with­out the help of experts in cer­tain trades. Regard­less of the type of event and the num­ber of atten­dees expect­ed, an audio­vi­su­al sup­pli­er can help you cre­ate out­stand­ing images and audio results that will live long in the mem­o­ries of your atten­dees. We explain how and why you should choose a spe­cial­ist audio­vi­su­al sup­pli­er to cre­ate an unfor­get­table event.

Sum­ma­ry

1. Why should you seek the sup­port of an audio­vi­su­al sup­pli­er?
2. Draw up the most exhaus­tive spec­i­fi­ca­tion pos­si­ble
3. Clear­ly define the expect­ed result
4. Secure the equip­ment that suits your needs
5. Study insur­ance cov­er

1. Why should you seek the support of an audiovisual supplier?

A spe­cial­ist audio­vi­su­al sup­pli­er is impor­tant for any event that aims to be mem­o­rable. They will ensure your event runs smooth­ly at an audio­vi­su­al lev­el. From design­ing the scenog­ra­phy to set­ting up a podi­um, light­ing and sound sys­tems, their role is to high­light your head­lin­er — the focus of the event. They guar­an­tee that your speak­er, band or pre­sen­ter will be able to con­nect with your audi­ence as best as pos­si­ble. Audio­vi­su­al sup­pli­ers also advise their clients on suit­able equip­ment to add mag­ic to the event.

2. Draw up the most exhaustive specification possible

Detail­ing the spec­i­fi­ca­tion for your event in order to pro­pose suit­able solu­tions is one of the main activ­i­ties of an audio­vi­su­al sup­pli­er. They need this infor­ma­tion in order to pro­vide the right equip­ment accord­ing to the venue, the event for­mat, the esti­mat­ed num­ber of peo­ple, the weath­er fore­cast, your bud­get, the result you’re look­ing for, and so on. They take all these ele­ments into account when select­ing what to pro­vide you with.

For exam­ple, sound dif­fu­sion will vary accord­ing to the cri­te­ria men­tioned above and will affect how well the audi­ence can hear the speak­ers depend­ing on their dis­tance to them. In addi­tion, the sup­pli­er will pro­vide stands and pro­tec­tion to secure the equip­ment in the event of wind, rain or expo­sure to the ele­ments.

3. Clearly define the expected result

You can put the world’s best band on stage, or host a star speak­er in your sec­tor, but if the audio­vi­su­al expe­ri­ence doesn’t live up to the promise made to the audi­ence, they won’t be impressed by the per­for­mance or speech. Defin­ing the expect­ed audio­vi­su­al result as clear­ly as pos­si­ble your sup­pli­er will tell you whether they’re capa­ble of achiev­ing it and under­stand your expec­ta­tion.

Assess every pro­pos­al or quote care­ful­ly. An exor­bi­tant price or a promise of extra­or­di­nary results is no guar­an­tee of suc­cess. Ask­ing for sev­er­al quotes and talk­ing reg­u­lar­ly with sev­er­al sup­pli­ers to assess which one will meet your expec­ta­tions, while offer­ing the fairest price, will stand you in good stead.

4. Secure the equipment that suits your needs

A good sup­pli­er will have a fair­ly large stock of all types of equip­ment. Sound sys­tems range from a sin­gle loud­speak­er for small com­mit­tee meet­ings to a com­plete back­line sys­tem con­sist­ing of a net­work of loud­speak­ers for tech­ni­cal instal­la­tions. Light­ing can range from video pro­jec­tions for light­ing effects or video map­ping to illu­mi­nate par­tic­u­lar sur­faces, fur­ni­ture or objects.

The bet­ter equipped a com­pa­ny is, the bet­ter it will be able to meet your needs. Depend­ing on your event’s set­up, the required equip­ment can vary great­ly. The same goes for the tech­ni­cians. It may be nec­es­sary to have some onsite for the event day if the equip­ment is com­pli­cat­ed to oper­ate. This is some­thing to take into account — it may be bet­ter to have some­one trained on your team in case there are any prob­lems.

5. Study insurance cover

The sup­pli­er should be insured against theft, break­age of equip­ment and any oth­er type of inci­dent. The sound and light­ing tech­ni­cians work­ing with the sup­pli­er will gen­er­al­ly be free­lancers with per­son­al pro­fes­sion­al insur­ance and all the nec­es­sary autho­ri­sa­tions for work­ing with electrics, rig­ging, lift­ing, dri­ving etc.

You should now be in a bet­ter posi­tion when it comes to choos­ing the right audio­vi­su­al sup­pli­er for your event, be it a con­cert, con­fer­ence, play, fes­ti­val, and so on. Oth­er tools can make your life eas­i­er and this is Weezevent’s mis­sion. Dis­cov­er our tick­et­ing, access con­trol, cash­less pay­ment and CRM solu­tions by click­ing on the but­ton below:

Plan­ning an event