Choosing an audiovisual supplier to create a memorable event

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:

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