When planning events, large or small, one of the first things that event planners often have to consider is where to get their services. Catering, transportation, and entertainment often come to the top, but one area where costs can add up quickly is your audio-visual and lighting services. Unlike the catering staff, who are likely employees of the venue, the AV provider is most commonly a contractor of the venue who they recommend to their clients. Conversely, the venue may have an exclusive agreement requiring event planners to choose their in-house vendor. Of course, you always have the option to bring in your own vendor, but this can sometimes come with a penalty for using a "non-preferred vendor".

Is it a problem that my venue provides in-house AV?

Not necessarily, but it's important to consider the following things when planning your event:

• Does the vendor have the equipment you need at the price you're looking for? Most times, in-house AV providers have a commission agreement with the venues they contract with, so the pricing is often higher than a third party vendor would charge. If you're seeking the best price possible, it might be best to look for another company to work with.
• Did the vendor tell you there's a "dedicated technician" there to assist? Be careful! In our experience working with clients, we've often seen the "dedicated technician" assigned to your event called off to other work at the venue, leaving you left to fix the lights, set up a presenter's laptop, or something else. If you have the technical know-how to assist in a technician's absence, this might not be a problem for you. But if not, look for someone who can commit their entire time to supporting you.
• Did the venue say it's "most convenient" to use their vendor? In a way, they have a point. You can bundle everything together into a single contract, and in most cases, the equipment is already on-site. Ultimately, this is a choice that every event planner has to make, however. Just because something is convenient doesn't necessarily mean it's the best or it's the most cost-effective. Do your research and learn what's out there.

Why bring in a third-party vendor?

• A third-party vendor isn't attached to any venue, and there's generally more incentives to provide for their clients. Your event is guaranteed to be the priority of the third-party provider and will have a dedicated team supporting you throughout the entire event.
• Third-party teams can travel! The same managers, engineers, and other team members will often travel together to events across the country or around the world. If your needs change and you move venues, your production team can travel with you!
• Third-party teams are usually smaller and more nimble. They can also pull in more vendors through their connections to ensure you have exactly the equipment and services you need.
• Unlike many in-house AV teams, third-party vendors know that they need to innovate to keep bringing in new business. What this means for you is that these vendors are more likely to have top-of-the-line technology for your event!

How to Choose AV Services for Your Event

1. Define Your Event Requirements: The first step in choosing an AV setup is understanding your event’s requirements. Consider the purpose of the event, the size and layout of the venue, the type of audience, and any special presentations or multimedia elements. These factors will help you determine the types of equipment and services you need.

2. Prioritize High-Quality Sound: A reliable PA system is crucial for clear audio delivery. Factors to consider include the size of the audience, venue acoustics, and the type of content being presented. Music performances demand high-fidelity speakers, while spoken presentations need crisp clarity. Consulting with a production company like Clearpoint Business Group can help you determine the ideal sound setup for your event.

3. Choose the Right Visual Equipment: Visual elements like projectors, screens, or LED walls play a vital role in keeping the audience engaged. Ensure the screen is large enough for everyone to see clearly, and opt for high-definition visuals for professional events. Consider the lighting conditions of the venue when choosing between LED screens and projectors.

4. Incorporate Professional Lighting Lighting can transform the atmosphere of an event. Key lighting considerations include stage lighting to highlight speakers or performers, ambient lighting to set the mood, and special effects like spotlights or colored lights for dramatic impact. Work with Clearpoint Business Group to design a lighting plan that complements your event’s theme and purpose.

5. Ensure Integration and Compatibility All AV components must work together seamlessly. Ensure compatibility between audio, video, and lighting systems, adequate power supply and backup solutions, and reliable connectivity for devices like laptops, microphones, and cameras. Clearpoint Business Group can help ensure integration and smooth operation.

6. Factor in Technical Support Even the best equipment can falter without proper technical support. Clearpoing Business Groupthat offers professional AV technicians to assist with setup, operation, and troubleshooting during the event. This ensures that any issues are promptly addressed, allowing your event to proceed smoothly.

By focusing on these aspects, you can create an immersive and memorable experience for your audience. Remember, the right AV setup requires careful planning and expertise, so take the time to research and consult with professionals to make the best choice for your event.