When planning a corporate event, it’s tempting to look at the AV (audio-visual) budget and think: “Can’t we just pick the cheapest vendor? It’s just AV.” This mindset is more common than you might believe. However, making your AV choices based solely on price could come at a far higher cost to your event’s reputation, smooth execution, and even your own peace of mind.
This guide outlines how to approach AV planning strategically, protecting your event from unnecessary risk while still being mindful of budgets.
Understanding the True Role of AV in Corporate Events
AV is consistently one of the top three expenses in corporate event budgets, often right alongside food & beverage and venue costs. Because of its size, AV often becomes the first stop for budget cuts. However, unlike other areas, a compromised AV setup can jeopardize the entire experience. If the microphone feeds back or the CEO’s presentation won’t load, it’s not just an annoyance, it reflects poorly on everyone involved.
An experienced AV partner does far more than plug in microphones and projectors. They act as consultants, guiding planners through choices that best fit the unique needs and goals of each event. They’ll assess not just what is possible, but what is *necessary* for your specific circumstances, sometimes even recommending simpler or in-house options if that’s what serves the event best.
Why Cheapest Isn’t Always Best
Corporations everywhere are operating with tighter budgets and smaller teams than ever before. Cost-cutting is often essential. But lean thinking, while excellent in manufacturing, doesn’t always translate directly to live event environments. In manufacturing, the goal is consistency and efficiency; in live events, success depends on flexibility, expertise, and the ability to react quickly when the unexpected occurs.
Cutting AV without proper consideration puts both the technical success and your professional reputation at risk. Issues that arise because of insufficient AV support aren’t easy to fix in the moment. And they’re remembered long after the event ends.
What to Look for in an AV Partner
Rather than treating AV selection as a price-shopping exercise, approach it as forming a trusted partnership. Here are several key qualities to seek:
- Consultative approach: A strong partner will help you evaluate what level of support your event truly needs. Sometimes that means full-service production support; other times, it might be using in-house technicians for smaller meetings if that’s the right fit.
- Event-specific recommendations: A quality partner will not just sell you the most elaborate package every time. They’ll guide you on when to invest in bespoke AV solutions versus when simpler options suffice.
- Long-term relationship: Look for partners who are interested in your success over the long haul, not just this event. They should be available for questions and guidance even when it doesn’t immediately result in more business for them.
- Adaptability: Corporate event calendars are often packed, with a wide range of event types. Your AV partner should be comfortable handling everything from intimate meetings to high-stakes conferences.
Practical Steps for Simplifying AV Planning
Ask for guidance, not just quotes: When reaching out to AV providers, invite their input on what will best serve each event. Share your goals, constraints, and attendee profile; let them suggest solutions, not just prices.
Assess your full calendar: If you manage multiple events, look for an AV partner who can help you plan strategically across your entire schedule, identifying where you can streamline costs and where you must invest more heavily.
Leverage your network: Seek recommendations from peers and industry connections. Don’t hesitate to reach out on platforms like LinkedIn to find professionals whose approach aligns with yours.
Request clarity: A good partner should be willing to explain why certain solutions are recommended and what impact cutting costs may have on specific elements of your event.
Remember, AV is just one facet. Every vendor you choose should be seen as a partner and consultant, not simply a contractor. The best event collaborators are those who have your back, bring creative solutions to the table, and relieve pressure in the planning process.
By investing effort into selecting the right AV support, you’ll reduce risk, elevate attendee experience, and safeguard your own professional standing- benefits that extend far beyond a single event.
For additional resources on event planning best practices or to connect with experienced industry professionals, seek out networking groups and online communities where knowledge is freely shared. Don’t be afraid to ask questions and invest time in building relationships with those who can support your journey through the ever-evolving landscape of corporate events.
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