Food is usually one of the first things people worry about when putting together a corporate confab. What food do you supply? How much? Where do you source it from? What dietary requirements do you need to be aware of?
It’s important. Everyone LOVES food. Getting fed at events leaves a pleasant memory. But there’s one thing, at least, that’s more important: Getting your audio visual set up properly.
Why Audio Visual Planning is a Crucial First Step
Audio visual planning lets you know the scope of event needs. You should know the message you’re trying to send with the show; your audio visual plan will tell you how you’re going to deliver
that message. Do you need a meeting, or require a full blown show? Your message, needs and budget – combined with your audio visual idea – will showcase the extent of the event at your hands.
Outlining Your Audio Visual Needs Helps You Understand the Venue
Venue, venue, venue. Outlining your audio visual isn’t just about the tech or gadgets — it can also be a perfect way to get familiarized with your venue. Doing site-walkthroughs as part of your audio visual outline can reveal all kinds of issues to get an event to the level that you expect it to be at a particular venue. Getting to know the space early, and prior to, will allow for course corrections and/or alternatives to be planned long before they cause problems.
Your Audio Visual Idea Helps You Organize
Technical execution is a whole other ball-game of organization compared to the rest of event planning. It needs to start early and form the importance of a firm foundation. Audio visual concepts that might be too big, too challenging, or too expensive to set up can drastically alter the course of your event and require a change of plan – that can lead to unwanted shortcomings. This is a perfect example of- the early bird gets the worm!
Your Audio Visual Tactic Helps You Budget Accurately
Understanding event requirements arms you with the precise equipment, services and technical staff your event needs, contracted up front. You’ll avoid any extra hassles such as rush fees and unexpected price bumps later on. Perhaps more importantly, you’ll also be able to cut costs when you plan early.
Your venue likely has its own in-house audio visual setups; by knowing what the AV specialists are bringing themselves, you can cut down on the in-house requirements. These usually come with unexpected fees on top of your regular hire fee, so this will be a win-win situation. Nothing is unimportant when planning and executing an event — you need all of the parts working together to pull it off.
Just keep in mind that by prioritizing audio visual support at the start of your event planning priorities, you’ll have a better planned event than ever before that will leave guests awed. Here at TRS we provide that premier audio visual support for all event planning needs. Backed with years of experience, we strive to provide extraordinary results to our clients. Rent audio visual equipment with Total Rental Solutions – get to know more about us!
