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AV or, Audio-visual design engineers, is responsible for the development, implementation, and installation of audiovisual systems. Some of these systems are on small scales such as music studios, while others are on large scales such as concert arenas, and each requires timely and precise installation by experienced audiovisual engineers. They are also responsible for all design aspects of the job, including layout and various audio/visual specifications including:
• Manage audiovisual projects from planning stages to completion.
• Install, configure, and deliver audiovisual projects as contracted
• Provide recommendations to management regarding solutions to potential project risks and issues
• Test and troubleshoot audio-visual systems to ensure that they work before job completion
• Establish project schedules and deadlines to ensure that they are realistic and attainable.
Are you booking an AV hire for your next event and want to be sure you get the most out of the experience, then keep reading on how to better partner with your audio/visual team, rather than just viewing them as just a vendor.
As in any partnership, communication is the key to long-term success. This means to regularly schedule conversations about the progress of the event (pre-event, on-site, and post-event). It also means open dialogue about concerns that either side feels may derail the partnership. I’ve found that the best partnerships we’ve built over the years involve a pre-scheduled mix of face-to-face and webinar style meetings focused on the key topics of Communication-training and pre-event planning, from the event marketing plan to room layouts, to stage decor and scenic, etc.
2. Develop a file sharing system
One of the biggest mistakes I see planners and presenters make is dumping a ton of media content on the audio/visual team just moments before a session goes live. In today’s tech-driven environment it isn’t difficult to set up a simple DropBox or GoogleDrive file share system that allows the media content to be delivered to, and tested by, the tech team well in advance of the event. This simple change has increased the success rate of our client’s presentations tenfold, and significantly reduced on-site stress.
3. Trust in their Expertise
Remember, you’re hiring a company to manage a significant portion of an event for you. If you don’t trust them when they’re not the right fit. If you do trust them, then clearly define your goals, work with them to develop a plan of execution, and let them work the plan. You’re looking for more than an equipment provider. A true partner will offer input based on their experience.
4. Ask for their Input
Remember, a good audio/visual partner has years of experience in the industry, and likely produces dozens (or more) events each year. Learn to rely on their experience and not feel alienated by their feedback.
There, you have it. Following these helpful tips will not only ensure that your event runs smoothly and without error, but that your attendees are extremely impressed as well.