Event planners know the importance of vetting every potential event partner, from the venue to the photographer and everyone in between. But in today’s event market, choosing the right audiovisual partner might be one of the most important decisions you make. Here are insights for New York event planners who are looking to make sure they select the right audiovisual providers for the unique event at hand.
Start with Relevant Experience
Not all audiovisual companies are created equal. And much like event planners, some of these providers are specialized in certain event types over others. When you meet with or interview potential partners, talk with them about their experience with your type of event. Ask for references from other events they’ve successfully worked with in the past. And have them show you some of their footage and capabilities.
Meet the Core On-Site Team
Talk with an audiovisual company about whether or not they have a dedicated project manager who will arrive on-site the day of the event. Some providers will have teams to report to the event for setup, operation, and closing. Once you confirm what support you’ll have, ask to meet everyone who intends to be involved with your event, so you can be confident in knowing you’re in the best audiovisual hands should things go awry.
Verify the Equipment
Get into the specifics about the equipment an audiovisual company will provide. Do they own the equipment themselves? Do they have all the right equipment for your event, specific to any presentations, stage performances, virtual event support, live-streaming, and lighting? And it’s entirely acceptable to ask any potential partners to meet you at your event’s venue to visually inspect the area and verify the needed equipment to provide the best experience.
Make sure you verify the following, based on the requirements for your specific event:
- Projectors & Screens
- Aspect Screen Ratios
- Mixers & Sound Boards
- Bandwidth & Wi-Fi
- Transmitters & Receivers
- Adaptors & Necessary Dongles
Find a Trust-Worthy Communicator
Be mindful of how potential audiovisual partners communicate with you in the early stages of consideration. Ask about their strategy for ongoing communication leading up to the day of the event. Inquire about common concerns, how they prepare, and troubleshooting strategies. Call some of those past customer references to inquire about their event experiences. And ultimately, choose a vendor who can check all your must-have boxes but who also is agreeable to work with in terms of trust and communication.
Before you book your audiovisual partner for any upcoming New York event, consider exploring these specific areas to ensure you’re choosing the best fit equipment and provider for your unique event. Do your homework, ask the technical questions, and call to verify the references. Having the right audiovisual partner in your corner is just as important if not more, than your other event-related service providers and partners.
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