5 TOP TIPS:

HOW TO CHOOSE YOUR AV PROVIDER AND MAKE THE MOST OF THEM

You want your event to be a great success - and so do we. Here are our 5 Tip Tips on choosing a provider and making the most of their Audio Visual expertise.

Top Tip 1: Be clear on what you need

Before speaking to an AV company, be sure you are clear on what you need the end result to be. You don’t need to know the specific products or even the technical terminology but knowing how many microphones might be needed, the size of the audience or style of presentations will give your supplier a far better understanding of the event itself and will prevent over pricing. I have listed a few points below that which are good to understand before asking for quotes.
● Will there be presentations? If so, will you need the AV supplier to run them?
● Would you like your speakers to use Lapel / tie clip microphones? If so, what is the maximum number of speakers in each session?
● Will you need a roving microphone for Q&A sessions?
● Are you looking for a stage set?
● Are you looking for any of the event to be recorded?

Top Tip 2: Does your venue have in-house equipment and is it suitable?

In-house equipment can save you money as it often comes as part of the delegate rate. Be sure to ask the venue for details of what is included and ask them to demonstrate any in house projection and sound systems. You may not need to do this in the larger convention centres but in a venue like a hotel, we would strongly recommend it.
It is also a good idea to check what support the venue have on site should there be any problems on the day. An AV team working with you should be quite happy to fit around and integrate with the in-house systems and this could save you money.

Top Tip 3. Make sure your AV Supplier is working for, or better still, WITH you

Technical ability and quality of service are things you will get a feel for when you speak to suppliers. The industry is however full of ‘kit junkies’ - technicians who simply want to use the biggest and best which may not be the right equipment for your event and will result in unnecessary costs. Don’t be afraid to ask what equipment and staff are for if it is not immediately clear and be prepared to ask if it is definitely essential to have. A company that truly wants to work with you and be part of your team will be happy to discuss this as well as providing you with options and advice.

Top Tip 4. Consider Access Times

It takes time to set up and test the equipment and as a rule, the larger the venue the more equipment will be needed and hence the time needed to set it all up extends. When booking your venue, ensure time is available before the event and after for set up and breaking down and when speaking to the AV supplier ensure they know what time is available as this may impact their pricing. Again, a company working with you will find ways to make the timing work and will be happy to advise on the times needed.

Top Tip 5: Mains Power

This is particularly important when looking at outdoor events. All AV needs power and by ensuring that your company knows what power is available onsite and where it is coming from, they can ensure the equipment and distribution they use is suitable or they can advise you on generators should more power be needed.
It is also a good idea to discuss other elements of the event that may require power such as the catering, organisers office or emergency lighting for example. A company that is working with you should be able to help with this and give advice on the best way to ensure all the needs are covered.

To find out how Ripple Events can work with you to get the most out of your events, please contact Rob Watson on [email protected] or call 01626 8976880