Event Production AV Tips to Save Time

If the event industry has taught us anything, it’s that not all time is equal – especially when it comes to the value of working with professionals to plan events. Kahn’s Catering has experience working on event productions for some of the most notable names around the United States such as the NFL and Saks Fifth Avenue. At each of these events we had the opportunity, and pleasure, to work with clients that leveraged event technology partners who made their audio visual come together seamlessly, and kept all vendors involved in these productions in the loop every step of the way.

We believe that every day is a learning opportunity for us. Each event makes us better than we were before and we continually work with other professionals in our industry to create memorable experiences and successful events for our clients. Here are five go-to tips for production events to help find an audio visual partner who can save you time and headaches when planning large-scale event productions.

1. Confirm goals up front. Be sure key-decision makers in your organization share your understanding of event goals and deliverables. A great partner can help share your vision at an early stage in the planning process so that everyone on your team can share the same benchmarks for success. It’s important to let event technology partners know who has the authority to make changes and approve budgets so they can help add value to your event like a true partner should.
2. Start at the beginning. Most venues will have preferred AV vendors that you can select from, but you should always do your research. Especially with large scale production events where in-house audio visual may not be enough. Assess the proficiency of each prospective vendor and match their skills and expertise, along with quality, needed for your event. When you compare prospective technology partners be sure you compare aspects of their portfolio that are similar to the event you are creating by looking at the size and scope of their past work. Always ask questions to understand what contributions to the event a prospective partner has made.
3. Don’t confuse the lowest price with the biggest value. Your best choice many not have the lowest price, but they will be competitive when you consider their track record for achieving client goals and producing flawless events.
4. Make a plan. Check the plan. Work the plan. Create a roadmap that shows how everyone touching the project will work together, including deliverables, contingencies, and key milestones. If something changes, don’t assume everyone knows. Expect clear, consistent updates from your event technology partner.
5. Don’t take the wait and see approach. For large scale event productions, invest in pre-event modeling- because the first time you see it should never be on site.Work your event with conficence knowing that everything will run smoothly on site. By the time of your event load-in, you and your core team should have already seen it.

Use your time wisely, because it will have a huge impact on the overall success of your event.