Hiring both audio visual equipment and the services of an AV company are seen as vital to the success of large conferences and events. What is a little less clear is how you should go about appointing the right company for your needs.
We find that there are several points for consideration that should be kept in mind when procuring these services so keep reading and we’ll share a few tips.
Draft an Event Brief
You can’t hire the services of anyone without first knowing exactly what it is you need. Start by compiling a draft plan of the event which details exactly how many people are going to be in attendance as well as the chosen venue. These two points are crucial in figuring out exactly what type of setup is going to work best.
You should also note down;
- The intended material to be presented including whether there are any videos to be shown.
- Whether there will be lengthy periods of speech which will need to be heard.
- Whether you have any specific lighting requirements which you need to be met.
Decide on Your Budget
Your budget is crucial is deciding what will and won’t be available for the event. It is perfectly possible to put on a great event with even the smallest of budgets as long as the important things are taken care of.
Don’t feel pressured into increasing your budget if uneconomical to do so as the best AV companies will be able to work with you, regardless of the constraints you’re facing.
Approach A Company
You should now be at the stage where you can approach several suppliers for a consultation. Conference AV equipment hire is available throughout Sydney and Melbourne so get in touch with a few companies to compare prices as well as see what they can do for you. This is your opportunity to meet their team and see how well you’ll be able to work together as well as see if they can meet your requirements.
Finalise Your Equipment List
The process of finding the right AV company includes drafting a list of all the equipment you will need in conjunction with the brief you wrote earlier. Your AV supplier will be able to translate this brief into a clear list of equipment with any costs associated to them.
It is at this stage that you should be able to see your event begin to come to life, helping you with the planning and visualisation process.
Enter into a Contract
Once all of the details have been finalised, all that’s left to do is enter into a contract. This contract for services rendered will include a list of what you are hiring as well as the services to be provided to you by the company’s staff. The contract should include a note of the costs payable as well as when payment is due.
It’s also always a good idea to include a clause for any non delivery of services should the worst happen. You don’t want to be left out of pocket.
With the right planning and the right AV company on board, your next event should not only be stress free but also well received with plenty business interest generated in the services you offer.
