Ordering audiovisual (AV) equipment for you event can seem like a daunting task, especially if it’s your first time doing so. While it may seem overwhelming, here are a few simple tips that you can use when reaching out to an AV supplier for your next event.
Schedule a walk through with your AV supplier. The easiest way to order AV equipment is to walk through the venue with your supplier and outline every technical detail of your event. This will help your supplier get a sense of your vision and prepare a proposal with all of the equipment necessary to fulfill your needs. From there, you will work with your supplier to tweak the quote and finalize the equipment needed. Most suppliers will do all that they can to help you understand the technical jargon so that it is easy to understand the equipment they have included in your proposal.
Communicate the available equipment to your speakers. Outside of the event’s basic AV needs, your speakers may have their own specific AV requirements. Sometimes speakers are not as prepared or experienced and may only share their AV list with you a few days before the event or even onsite during the event. To eliminate any surprises for you or your speakers, let them know what AV will be available to them. For example, some speakers prefer a handheld microphone as opposed to a lapel. Sharing the type of microphone you picked will ensure seamless execution onsite.
Time to prepare your speakers onsite. As mentioned above, your speakers may have varying degrees of experience. Some will feel comfortable with a microphone and presentation advancer, while others may be nervous regardless of the technology you order. Allowing your speakers time to practice using the AV equipment can limit the number of hiccups during their presentation. Their “dry-run” can be arranged before the start of the conference, during breaks, or in a separate breakout room.
Working with an AV supplier does not have to be an intimidating endeavor. They are there to help you understand their specialty and ensure your event is a successful one. Don’t be afraid to pick up the phone and ask them for advice. Not only will they make your job easier, but make your event even better!