WESTLAKE VILLAGE, CA – May 20, 2015
Many people who plan events do not actually considered themselves event planners. These are the individuals who sit on the board of a non-profit and volunteer for the role, they are the office assistant who is delegated the responsibility of planning the company’s once a year conference or even the friend who decides to try their hand at event planning by signing up to plan their best friend’s wedding. These people must learn on the fly where to allocate funds and what the cost of many event services really are (gasp!) because GREAT EVENTS CAN BE EXPENSIVE!!
Although you can rent a microphone and a couple of speakers for a couple hundred bucks, this doesn’t typically include the cost of delivery and set up. When you factor in labor prices tend to increase quickly. Then add on projection, an operator, maybe even a camera and you have a production! Good technology can be pricey, often because companies must maintain the must current systems and equipment in their inventory, and technological equipment gets old FAST. According to a recent article by a software company, the average lifespan of a computer is only 4-5 years. Translate this to audiovisual equipment and the lifespan isn’t much longer.
The quick evolution of event technology is one of the primary reasons for renting equipment over buying, which is why regardless of what a venue already has in place, a planner should ALWAYS get a quote from a rental company. By having a representative from a rental company come to the venue for a tech walkthrough (aka. site survey) they are able to best assess what the venue has, if that is optimal for the type of event being planned and if the rental company’s equipment can be used to compliment it.
When it comes to LCS, I am known for saying “we play well with others”. What I mean by this is that we frequently work with in-house equipment (if it is compatible with our own), pairing it with our equipment so that we can save our clients money. **Although we do not take responsibility if the in-house equipment decides to not work during show time! Regardless of the warning, typically this pairing works very well if everything is planned in advanced.
Apart from perhaps food, A/V is one of the most important aspects of an event. Despite this fact, it often left for last in the planning process. (Which is why we are used to it and great with the last minute planning!) If after an event no one mentions any part of the audiovisual support, chances are the A/V team did a very good job. Hardly anyone every says “Wow, I didn’t hear any feedback from the microphone” or “Did you see how clear the projection was?” It is the job of the tech crew to make sure all electronic aspects of your event are successful so that the focus of the event can remain on the cause, because every event has a purpose.
Without appropriate audio AND visual support, you will have a much more difficult time communicating with your audience and your cause will suffer. If there is not proper sound, the audience won’t be able to hear the speaker. If your projection is not clear or big enough, your audience will receive no value from the presentation or video shown. These details are often overlooked, however their value is truly immeasurable. In conclusion, make sure you work with an A/V team you trust, and if you don’t have a preferred vendor, get multiple quotes and compare! This is the only way to find the QUALITY and VALUE necessary to have a successful event.