This post was most recently updated on May 31st, 2019
When you are deciding which one of the Los Angeles Audio Visual Companies you are going to hire, it is important that you choose the right one so that you will be able to produce a successful and memorable event. hiring the right audio-visual company for your event is one vital decision to make. You need the assurance that they will provide you with a team member, advocate, and advisor. However, if you end up hiring the wrong one, then you will just be left with unexpected bills and glitches in your show.
Hiring the Right Audio-Visual company for your Events
For you to be able to avoid some of the mishaps mentioned above, below are some simple steps that can serve as your guide to choosing the right audio visual company for your event:
Make sure that you do your research on Audio Visual companies
Doing research is one of the most important phases when you are in the process of selection. You should be able to learn AV basics. In addition, get a good grasp on the terminologies, and, of course, the common mistakes that you might encounter when contracting AV companies. When you have done ample research, you will feel empowered that you are making the best decision for your event.
Before you sign an agreement with the AV Company that you think is going to be the best for you, it is imperative that you have already checked around with other audiovisual providers that are available. There might even be instances wherein the venue will offer you discounts and then pressure you to use their In-House AV but before grabbing that offer, you should realize that this is not mandatory and negotiable. If you think that the discount is good but you do not like the team that will make for a long event, you can still look outside of the venue and hire a third-party AV company that is exclusively for you who will have your interests at heart and will bring loads of creativity to the table.
Be prepared with your first meeting with the AV Company
It is better if you can provide more information to the audio-visual company. With more information available upfront, it can lead to getting more accurate quotes. Therefore, you will be able to avoid running into surprises in the budget and production along the way. This will also help in making the quoting process run smoothly.
With every meeting, you already have a good understanding of your goals when you are hiring an AV company. You can start by determining who will be the attendees for your event, the type of energy that the guests will have, the tone of the event, the desired outcome of the event, the vision for the event, and the purpose of the event.
This will mean that if your expected guests have high energy, then you should want to have an event that is invigorating and stimulating. You may try to incorporate some of the biggest trends, or maybe plan on bringing a popular entertainer.
Have a clear objective
When you already have a clear understanding of what your objectives are going to be, you can now begin exploring the methods for the execution of your desired vision to make your event successful. Your AV Company will as much as possible make your vision become a reality, therefore, it is imperative that you provide them with a clear understanding of what you want to see.
It is also equally important that you tell you AV Company what your event budget it up front, you cannot derive any benefits when you will hold back your budget information. So, when you communicate up front how much is your budget for the event, then the AV company will also be able to asses directly if your budget will be able to fully realize your vision for the event. And when you know how much your budget is, you will also be able to make a window for the provider to make suggestions that will work best for your goals and budget.
Make sure to pay attention to details
By giving more details, you will also be getting a more accurate quotation from the AV Company. With having your details prepared, you will also be able to eliminate a lot of back and forth after your meeting, thereby making the creation of your quote a lot faster.
You can prepare details like the exact ballroom, or breakout rooms and the places within the venue that you plan to utilize. It is also recommended that you bring diagrams and make sure that you let the AV Company know what you plan on using each room for.
You can now assess the AV Company
By this time, you should already have done research and provided your event details. Thus, you can now dig into the company and make sure that the AV Company is legit, experienced, and is going to be the right fit for you to work with.
You will be spending a lot of time with the AV Company that you have hired. Thus, if you have teamed up with one that has a bad culture or that their culture does not blend well with your event, then chances are that it will become a horrifying experience.
For you to avoid such encounters, you can require references from your AV Company with their past with similar events. This will give you an honest insight from someone who already had the first-hand experience in working with that AV Company.
You may now tackle quotes
Now that you have already gathered up the details, you are now about to receive the quotation. Receiving the quote can be overwhelming and confusing at the same time, but you should keep in mind that it should not have to be.
You can ask the AV Company to give you a walk-through on the quote and ask questions. This is important because you can clarify right then and there if you find items which look strange. And when everything is all settled and you are now ready to sign, make sure that the quote is final and ask on possible charges should there be any changes along the way.