When renting audio-visual equipment, knowing the cost of the rentals is not the only aspect you should consider. You also should consider the experience of your audience. Of course, you should aim to give your audience the best experience.
For you to achieve this, you need to do several things that include:
Share your vision with the AV company
If you don’t convey your vision, no matter how competent the AV rental company is, they won’t be able to deliver the vision you have.
Request meetings and on-site visits, construct a storyboard, explore theme possibilities, etc, to help the rental company understand your goals.
Make yourself the event’s director. Only in this manner can your audio-visual equipment provider understand what you require.
A competent AV company will be okay with meeting with you many times. They should also be open to customizing each rental to achieve your objective rather than sticking to cookie-cutter options.
Request for 3D rendering
After you’ve set out your vision for the event, it’s up to the AV business to make it a reality.
To visualize the setup, experienced audio-visual providers use 3D rendering software tools. This will let you see how each rental will fit together before the big day.
It will also allow you to request improvements to improve the setup. You may need to replace or install new equipment during the planning process.
Ask to see the company’s previous works.
Don’t believe anything the AV company claims. Allow their portfolio to speak for itself instead.
This will provide you with an up-close look at the quality of the company’s audio-visual experience.
AV suppliers with mind-blowing 2D and 3D projection mapping projects are the best in the market, giving you a competitive advantage.
Keep in mind that advanced AV equipment and media devices are widely available. Unfortunately, this isn’t the only thing you need. You also need imagination and creativity.
As a result, don’t be taken aback by showy equipment brands or features. Wait till you see what your provider can accomplish with it before deciding which rental company to go with.
Always undertake sound checks.
Your event’s sound system may make or break your event. Nothing is more embarrassing than shaky microphones or speakers with insufficient coverage.
Once you’ve decided on an AV rental company, conduct sound checks several hours before the event.
Note that an audio system will sound different in a crowded space than an empty one.
This is why you should only work with skilled sound engineers who can tune your sound equipment based on the number of people in your venue and the room size.
It is critical that everyone in your venue can hear all the audio information. Thankfully, experienced sound engineers will ensure that this is taken care of.
Be creative with the lighting.
Your event lighting should be both visually appealing and functional.
Plan your lighting at busy intersections. This is because people will spend the most time in these areas. Thus they must be well-lit.
Conference tables, bars at a party, and restrooms are all ideal examples. For both aesthetic and functional reasons, you’d want your guests to be able to see everything clearly in these locations.
At the same time, you can use this opportunity to brand your lighting element. For example, GOBO lights allow you to project your logo or business name onto a wall, floor, or ceiling.
Be cautious when selecting a color. Remember that the right colors can transform drab venues into spectacular event settings, even with little adornment.
Request for on-site technicians during the event
Even if you are familiar with audio-visual equipment, having on-site professionals manage everything is preferable.
For starters, skilled AV technicians understand every piece of equipment. If a problem arises, they can swiftly troubleshoot and resolve it.
Second, it will relieve you of your stress. Choosing and managing an AV system alone can only result in more hassles and a negative influence on your audience.
Allow expert audio-visual engineers to perform what they do best. This allows you to concentrate on other important parts of your event.
Match the media to your equipment.
It’s easy to overlook minor details when arranging a major event. For example, you might fail to notice that the rental equipment can’t play your audio files in their current format. The last thing you want is an audio file that won’t play because it’s incompatible with the rental system or equipment.
This is where dealing with expert AV technicians comes in handy. Experienced sound technicians will notice and fix this detail before the event commences.
Prepare for what could go wrong.
Not every event will go exactly as planned. This is why you should have a backup plan for your AV setup in the event of a glitch.
Consider requesting backup audio and video equipment from your AV supplier. This will make your event fail-safe in the event of technical difficulties.
Above all, ensure you and your AV provider are on the same page. To avoid problems during your event, confirm dates, setup, inclusions, and other specifics.
Get full event production.
Full event production is the best approach to give your audience the best experience.
AV selection, installation, operation, and breakdown are all handled by a full-service event production company. It includes audio, video, lighting, staging, and other features.
This means you won’t have to raise a finger regarding your event’s audio-visual component.
The following are some of the reasons why many consider full-service production:
- Access to a wide range of high-quality equipment
- Access to industry professionals without the need to hire full-time AV specialists to work on your event
- Excellent communication skills
- Practical planning
- A project manager/coordinator to ensure smooth implementation
- AV equipment logistics made simple
- Risk management that works
- They can do everything you can think of.
- You can relax knowing that your event is in capable hands.
You should do these things to give your audience an excellent experience. After the event, sit down with the AV rental company and analyze the event.
If you had live streaming or hybrid broadcasting as part of your AV setup, the AV equipment rental MD company should provide you with post-event statistics.
This includes streaming, engagements, promotional videos, and other resources that they use.