For the uninitiated, what is Event AV? Simply put, lighting, sound, special effects, digital screens, and the list goes on. Basically, giving a once uninspiring space individuality, and your whole event, the WOW factor! Event AV is not just the preserve of large corporates, large scale events or exhibitions either, it is just as pertinent for smaller parties, celebrations and weddings too.
Creating an impression with Audio visual equipment can be very expensive, but you can hire equipment and do it yourself or there are companies who will orchestrate the whole event for you from your initial ideas to full scale production. It depends on your budget and what you are aiming to achieve – here are our top three tips on how to save money on Event AV!
Get Several Competitive Quotes
If you’re looking for AV equipment, it is likely that the venue where you are hosting your event will offer this but for a hefty price tag so always be prepared to look to other suppliers too. You’ve got to think that hiring AV equipment is like hiring a venue; it’s important to get quotes from several of our My Event Genie suppliers before deciding which to go with. AV companies will compete aggressively for your business. By taking competitive quotes back to your preferred supplier, you will usually be able to negotiate a more preferential price.
Think About Sponsorship Opportunities for Large Scale Events
If you are running a large-scale event, party or conference, consider that many event technology solutions allow you to add powerful sponsorship potential, particularly if you have the right audience. You can often pay for these technologies through the sponsorship revenues, and sometimes they can be profit drivers for your business. Many people respond to the visual, so having great AV equipment is fantastic for brand communication and product showcase. Coupled with a widespread, targeted social media campaign aligned with your sponsorship, it can make the difference between the success or failure of your event. It’s surprising what opportunities are out there that you might never have considered or even have thought existed. It’s always worth thinking outside the box sometimes and we would recommend you do some research as it is amazing what you can do for corporate or social events, even on a limited budget.
Understanding Your Needs
As always, good planning and defining your budget early on are key elements as any last-minute changes to your requirements are likely to incur large fees. The Event Planner, if you have one, or at least the person with overall organisational responsibility should develop a list of needs and communicate these to the rest of the team early on, which includes your chosen suppliers too. When technology goes wrong (which it sometimes does!), it is important to know you can rely on your chosen supplier to sort it out for you quickly and efficiently with the minimum of fuss. A supplier will always want to do their best for you and its worth remembering they need to schedule work, staff and equipment as well as their other clients. The earlier planning starts, the less likely things are to get missed…it’s important to be specific about requirements to avoid misunderstandings, as confusion can lead to expensive mistakes. When in doubt, ask the supplier’s advice because it’s their area of expertise. “Last minute” and “disorganised” can always be done, but it can be stressful for both parties and can prove a budget breaker for you too.
myEventGenie.com can help you find the right supplier and AV equipment for your next event to dovetail with your Event requirements and budget. For additional peace of mind, all suppliers registered on our platform have Public Liability Insurance and are vetted before they can upload their profile.