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5 COMMON ERRORS MADE WHEN HIRING AN AV HIRE COMPANY FOR EVENTS

5 COMMON ERRORS MADE WHEN HIRING AN AV HIRE COMPANY FOR EVENTS

AV hire can make or break your event. Can you recall an event that just wasn’t up to scratch? Oftentimes, the quality and success of an event is directly correlated with the AV company you decide on. There are particular errors to avoid when hiring an AV company, and we’ve put together a list of 5 of them so that you can prevent an AV disaster and really wow your event attendees.

TIMING IS ABSOLUTELY EVERYTHING

It’s recommended across the events industry that contacting an AV hire company should be one of the very first things you do. If you happen to start this process too late, this could have disastrous consequences for the outcome of your event. Preparation is vital, and if poorly planned, you may miss out on the expert advice and guidance an AV solutions company can offer you early on in the process - such as information regarding budgeting or venue choice.

Here at Neuron Audio Visual, a general timeline is that securing your AV hire company should occur at least 3 months before the date of your event - but 6 months is recommended, as the earlier you hire, the better. Don’t fret if this time has already passed for your event, we’ve put together some great productions with just 24 hours notice before!

Preferably, you want to avoid operational difficulties through poor planning. Remember to keep stock and team members in mind, as the later you leave hiring an AV solutions company increases the chances of these things not being available.

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NOT CONSIDERING MULTIPLE SUPPLIER OPTIONS

You have 3 options;

  • Hiring in-house equipment via your chosen venue
  • Hiring a preferred external AV company of the venue
  • Hiring an external supplier of your choice

The ideal AV hire company will have your best interests at heart, but to ensure you select the right choice for your event - remember to compare both costs and expertise via gathering multiple quotes.

It can be possible to ‘bolt-on’ internal equipment from the venue you hire, however it is possible that the spec of this gear won’t be good enough in terms of regular maintenance or servicing. Ensure that you don’t assume the default equipment’s quality and ask an external AV hire company to assess your requirements - getting a quote is free! Getting a quote doesn’t cost anything but time, and it’s more than worth it. Make sure you get multiple quotes from various suppliers to get an overview of your options and find the best match for you.

It’s important to note that you shouldn’t sell yourself short. If your production budget allows, you will want the best possible AV for your event - opting for the venue’s preferred AV company or in-house kit may not provide you with the desired audio visual outcome so it’s advised that you speak to several AV solution companies.

UNEQUAL CONSIDERATION FOR AUDIO AND VISUAL ASPECTS

Imagine a visually stunning event, but you can’t hear a thing. Or, alternatively, getting crisp sound from all angles but the LED display is of awful quality. Balance is key in terms of AV and both elements should be considered equally. Spending loads on visuals but being tight on audio will definitely be noticed by both event-goers and your boss, so make sure that you’re covered on both fronts.

POOR COMMUNICATION BETWEEN YOU AND THE AV HIRE COMPANY

Communication between an AV hire company and their client is vital for achieving an outstanding event with minor disruption. The relationship between you and the AV hire company is directly correlated with the outcome and quality of your event - even as soon as you inquire about a quote! It’s ideal to keep the AV company consistently in the loop, providing details about your event goals and any questions you may have along the way.

Your AV hire company will be more than happy to provide you with expert advice and guidance. By keeping in touch throughout the planning process and relaying any schedule changes as soon as they occur, your AV company will be able to offer the best service possible. Transparency will not only improve the outcome of your event, but could also lead to working with the AV company again in the future, and building these client/company relationships is always a positive!

ASSUMING EVERYTHING WILL GO SMOOTHLY ON THE DAY

Mistakes and bumps in the road are inevitable, but make sure you allow enough time in case things do happen to go awry. Set-up and teardown of equipment are when many problems occur, so ensure that you give some leeway in case it takes longer than expected.

Try not to panic, with the right preparation and the right AV hire company for your event needs, it will go absolutely amazing! Occasionally, the aspects of the event that do go wrong are the smallest things - such as bringing the wrong laptop adapter, or links in your presentation being broken. Prior to the big day, rack your brains for absolutely anything that could possibly pose an issue on the day.

Most of all, remember that planning and executing an event should be a fun experience! Of course, it can be extremely stressful to do, but that’s where your AV hire supplier comes in. As your new planning partner, it’s important to see yourselves as a team with the same goal in mind - creating a truly magical event experience.

Keep in mind that this is not an exhaustive list - but simply a bit of guidance. However, if you take into account the above tips, you’ll be on the right track to a successful event in no time.

Start planning the event of your dreams and get the ball rolling by getting a quote.

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