You’ve done your homework, compared proposals, written a thorough RFP, and chosen an AV partner who fits your vision. The contract is signed- congratulations! But what happens next? How do you ensure your event runs smoothly and your AV experience is as stress-free as possible? This guide walks you through essential next steps, frequently overlooked questions, and common pitfalls to avoid, all drawn from the expertise of AV pro Seth Macchi.
Understanding What Happens Immediately After Contract Signing
Once the agreement is in place with your AV provider, a few crucial things typically happen right out of the gate:
Initial Invoice & Deposit: Expect to receive an invoice, most likely as a deposit or reservation fee. This secures your event slot in their calendar and ensures resources are committed to you. Payment terms might vary (upon receipt, 10 days, 30 days), but remember: most AV vendors are small businesses. Shorter payment cycles help them operate smoothly, so don’t expect extensive terms and avoid treating them like a corporate commodity supplier.
Meet Your Project Lead: The AV company will introduce you to your designated project manager (or similarly titled role). This is now your go-to contact for all things AV, bridging sales commitments with operational delivery.
Kickoff Calls: The project manager will initiate planning calls, possibly meeting in person or at your event venue if practical. These conversations begin true project planning, addressing everything the AV team needs to deliver what’s been promised.
What Your AV Project Manager Will Start Doing
AV project managers juggle many moving pieces once the planning starts in earnest. Their responsibilities include:
– Reviewing every component in your agreement
– Double-checking which equipment, talent, and resources are needed
– Coordinating with your venue and vendor teams
– Managing timelines to keep preparations on track
Behind the scenes, logistics staff prep your chosen gear- cleaning, testing, and pulling it for your event. Everything is loaded up for delivery, ready for the all-important install and, eventually, removal and quality checks post-event.
Questions Event Planners Rarely Ask (But Should)
Many headaches can be prevented by asking a few specific questions early on. Don’t hesitate to ask:
“What do you need from me or the venue to set your team up for success?” Share floor plans, schedules, and venue access details as soon as possible.
“Can you walk me through your load-in and setup timeline?” Knowing how long it truly takes to set up all the required equipment avoids unrealistic expectations and scheduling clashes.
“Will there be rehearsal time with full AV support, and what does that include?” Clarify if the AV team can support rehearsals even while finishing setup elsewhere in the room.
How Much Planning Lead Time Does an AV Team Need?
More planning time equals better preparation, wider talent choices, and a lower risk of last-minute hiccups. While last-minute projects happen, the sweet spot for most events is giving your AV team at least three to nine months of lead time. Larger, more complex events may need even more.
If you’re tempted to wait until everything’s finalized before engaging AV, reconsider. Getting them involved as soon as you have a date and basic vision prevents many future problems.
What’s on Your AV Provider’s Planning Checklist?
Your project manager’s planning process is methodical and covers a substantial checklist:
Initial Prep: Reviewing all details discussed and agreed to in the contract
Venue Coordination: Diving deeper into the venue’s unique rules (fire safety, insurance documentation, access times) and building a close partnership with their team
Vendor Management: Coordinating specialized vendor services like teleprompters or unique presentation tech, which often requires outside contractors
Labor & Crew Management: Scheduling techs and local crew for load-in and load-out
Pre-Event Logistics: Managing transport, delivery timelines, and equipment readiness
Onsite Setup: Overseeing assembly and positioning, ensuring efficiency and adherence to schedule
Event Operation: Running all technical aspects (audio, video, lighting, and any changes on the fly) so your client experience is smooth
Strike & Wrap-Up: Coordinating teardown, removal, final quality checks, and closing out paperwork
Understanding this flow allows you to better anticipate requests from the AV team and see how each element ties together.
Common Mistakes That Slow Down Your AV Process
Even the most organized planners make mistakes. Seth Macchi flags a few that are easily avoidable:
–Waiting Too Long to Bring in AV Don’t delay- engage your AV team as soon as you have a date and event concept, even before every detail is set.
–Not Sharing Your Budget If you’re concerned that sharing your budget will lead to price-gouging, let that myth go. A transparent budget allows the AV provider to tailor a solution that matches your needs, avoids wasted effort, and typically saves money in the long run.
–Delaying Agenda or Run-of-Show Documents Waiting to share your schedule or presentation order until the last minute only puts pressure on your AV crew. Providing draft versions early helps immensely, and you’ll still have the chance to update as details firm up.
–Sending Presentation Decks at the Last Minute While last-minute tweaks are inevitable, make it your goal to deliver presentations well ahead of time whenever possible.
–Making Significant Changes Without Communication Changes like altering room layouts or splitting ballrooms affect cable runs, equipment locations, and sound setups. Always alert your AV partner to such decisions as soon as possible to prevent confusion and technical hold-ups onsite.
–Too Many Decision Makers Limit the number of AV contacts on your side. Designate a spokesperson to coordinate requests and approvals, preventing confusion, delays, and contradictory instructions.
–Treating Your AV Partner as an Order-Taker Approach your AV company as a partner, not a transactional vendor. When big decisions or surprises arise, pull them into the discussion. Their experience can often save time, money, and stress.
Building a Lasting, Productive Relationship
AV is more than gear in a truck. It’s a hands-on, creative service that relies on human relationships, proactive planning, and strong communication. The best AV partners want your event to succeed as much as you do, because your win is their win. Set the stage for that partnership by staying transparent, organized, and collaborative from day one.
By following these guidelines, you’ll streamline the technical side of your event, foster long-term mutual respect with your AV team, and ultimately free up your own time and energy to focus on delivering a memorable, impactful experience to your audience.
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