When it comes to planning live events, there are distinct advantages in beginning the event planning process as early as possible, as well as inviting a trusted AV partner into the conversations as soon as they begin. Of course, for groups who haven’t worked closely with their AV team before, knowing exactly when to begin planning may be daunting – and engaging a trusted partner early in the process may seem unnecessary.
Here are some tips for determining how and when you should involve your AV partner in event planning discussions.
What are you looking for in an AV partner?
Events come in all different shapes, sizes, and scopes, and not every event or team will need the same level of support and partnership on their event. On the other hand, not all AV companies are the same, which makes finding the correct one to support the needs of your event an important component in ensuring that an event is as successful and stress free as possible. Establishing what level of support you require from the AV team throughout each step of the process can play an important role in the provider that you select. If you are looking for a cookie-cutter event, a full stack event production partner may not be the right fit.
If the event team is looking for somebody to come to the table with creative ideas, help build a vision for the event, and protect that vision at all stages of the planning process, they’ll want to be intentional about the event partner they engage with.
When should you engage an AV partner?
When an AV partner should be engaged varies based on the size and scope of the event. For many events, there are distinct advantages to beginning planning the event as soon as there is an approximate date. If there is a specific idea in mind for a stage set up or effect, a trusted AV partner can help to ensure that the selected venue can accommodate the event’s needs, as well as share expertise based on their experience working in these spaces.
This lead time allows everyone involved to not only create a close partnership, but to discover opportunities to implement new and unique ideas, technologies, and techniques. And it’s all with the goal of creating the right experience and the right outcome for the audience.
A good AV partner can work within whatever time frame they are given, maximizing technology, the venue, and their team members to reach your event goals. However, the more time they have to bring your vision to life, the more options they’re able to present you with and more opportunities you’ll be able to seize.
What are the benefits of booking your AV partner early?
One of the biggest advantages from booking an AV partner early in the concepting stage is their involvement in the event’s creative design. Through a collaborative discovery process, a true AV partner will work with the event team to craft an event vision that goes beyond supplying equipment to creating a captivating experience for the attendees.
Early engagement also ensures that resources like new or specialty equipment are available during the event. If there is something that is integral to making the event a one of a kind experience, it’s important to plan ahead and ensure that all of the pieces can be brought together in time for the event.
Early engagement gives both the event team and the AV partner the opportunity to make intentional decisions at each stage of the planning process.
An AV partner provides financial benefits, as well as creative ones. Rush fees are easily avoided, and an AV partner may save the event team from utilizing resources that are not really necessary to their event. Planning early is a no-cost advantage.
Bringing your ideal outcome to life
The difference between an AV supplier and a true event partner is that a partner understands (and can help develop) the ideal event outcome and does what it takes to make sure it’s realized. They stand alongside their clients, answering questions they have, collaborating with them, and taking an elevated responsibility towards ensuring that the event delivers on all fronts.
Engaging a trusted AV partner early in the event planning process has many distinct advantages. From crafting the event’s creative design to meet the event’s unique goals and needs to saving time, money, and resources, having an AV supplier who is a true partner will enhance not only the planning process but the event experience as a whole.
Garry Hale is president of AVentPro. As a live event professional with over 30 years of experience, Garry has had the opportunity to work with both amazing clients and production teams across Canada. His passion for events and commitment to his clients allows him to effectively serve as an extension of their team throughout the entire event lifecycle.
