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Event AV Questions

Everything You Need To Know About Event AV Agreements

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Did you know that not taking risks is the riskiest career moves of all?

Have you ever wanted to take the next step in your career or personal life, but didn’t feel completely prepared? Maybe you want to upgrade your apartment to a house. Perhaps you are ready to propose and make your girlfriend your fiancé. Likely you are ready for a new career challenge.

You are the best at what you do. You’ve been planning events for many years now and are ready to take on your next biggest client. You’ve even read our Ultimate AV Checklist. There is only one thing holding you back – the unknown. We want to help alleviate the uncertainty of the unknown. As an event planner, one of the most challenging parts of taking the next step is the confusing contract details within an event AV Agreement. Through the invaluable web session conducted by Jon Trask, I will break down what you have to know in an event AV agreement. Read More

Top 5 Things You Need To Know About AV Quotes

Top 5 Things You Need To Know About AV Quotes

By | Event AV Questions | One Comment

concertThe 30,000 person filled stadium roared with anticipation as the lights began to dim. 5 months later we had exceeded our expectations, all because of a cup of coffee and our av quotes.

It all began one sunny afternoon in July. The weather was so nice that the last thing that anybody wanted to do was work indoors. We knew we had an event to begin planning, but that was the last thing on our mind. The event wasn’t until December, anyway.

We had our vendor booked, and as 4pm rolled around, we finally heard back from our AV company. They had sent us the av quotes that appeared to have all the “normal” equipment that we always saw. Eager with anticipation for our afternoon bike ride, we skimmed over the AV quote, signed our names, and made our way out of the office.

Many times event planners assume all AV quotes are equal and skim past the details. In fact, it isn’t until the event day comes that they wish they had spent a little more time reviewing the details. Jon Trask breaks down an AV quote in his webinar about Contracts: Audiovisual & speakers. Below I will outline the top 5 things you need to know about AV quotes and event pricing based on Jon’s webinar. Also, you will learn how coffee could affect the turn-out of your event. Read More

11.5 Things You Need To Clarify On Your Next AV Quotes

11.5 Things You Need To Clarify On Your Next AV Quotes

By | Event AV Questions | 2 Comments

My hope is that one day, AV quotes will not need to be clarified and you have a flawless AV experience every time, but until then I wanted to share some small details that can make a BIG difference, especially from a cost and headache perspective. You might say to yourself, “Why am I asking these questions, isn’t it the AV company’s job to worry about this?” – you are right but not all AV companies will be there to clarify and sometimes it’s easy to forget the details. We recommend taking the extra few minutes to ask these questions to have a flawless event. Read More

The Epic Guide To Event AV Labor

The Epic Guide To Event AV Labor

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Event AV is extremely complicated between all of your needs for lighting, sound, video, staging, and beyond. How would all of the complicated AV be set up if it wasn’t for Event AV labor? Labor can represent between 10% to 50% of your event AV budget depending on what you are doing. For this single large expense on your invoice, we wanted to  share some of the concepts behind event AV labor, things to watch out, and ways you can get more for your labor dollar. Read More

How To Compare AV Quotes

How To Compare AV Quotes

By | Event AV Questions | One Comment

So you’ve found your AV company (or preferably companies), and you’ve had meetings or calls with them to discuss your needs and they have created quotes for you. Now you have to compare AV quotes and make your decision. Stressful! Not only have we done thousands of quote walkthroughs with clients and helped them compared quotes, but we have also hired AV companies ourselves. Our goal is to share these secrets for reading and comparing AV quotes and AV vendors with you. This is how to compare AV quotes. So let’s jump right in.

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When can you use an outside AV company-

When can you use an outside AV company?

By | Event AV Questions | 2 Comments

In the wild, wild west world of AV and event production, it can be a crazy, confusing world. We often get asked, “When can you use an outside AV company and when are you required to use an in-house AV company?” Sometimes the answer results in as much as a 25% increase in AV costs as we’ve talked about in previous blog posts. Your event budget is very important and sometimes you just don’t have room for an additional 25% costs for your event. This blog post is to help you navigate when you can use an outside AV company and when you are required to use the in-house AV company. This same methodology can also be applied to other vendors such as catering. Read More

How To Remove In-House AV Restrictions

How To Remove In-House AV Restrictions

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When we surveyed event planners, we found that 85% of planners chose their venue before they chose their AV providers and because now in-house AV companies work so closely with hotels, a lot of times choosing your venue locks you into using the in-house AV company. We have found that this can sometimes cost much as two times more than using an outside AV company. In the case of the hotel we recently worked with, in Washington D.C, they had this policy in their venue contract: Read More

Projection Mapping in Events- What You Need to Know

Projection Mapping in Events: What You Need to Know

By | Event AV Questions | 2 Comments

Imagine trudging into a convention center with expectations full of white fluorescent light and long, drawn out presentations. As you walk through the doors, you are immediately surprised to hear sweet sounds of crickets and frogs. You feel a slight breeze and the warmth of the sunshine on your skin. As you look around, you are surprised to be surrounded by the invigorating feel of life-like flowers, shrubs and a colorful forest. This “convention” turns out to be nothing more than a serene escape in the wilderness.

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