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HOW TO SAVE MONEY ON EVENT AV HIRE

HOW TO SAVE MONEY ON EVENT AV HIRE

Planning any corporate event is a tricky balancing act between the dream of an amazing shindig and managing the reality of budget constraints. Unfortunately, this means that compromises have to be made - but where? AV hire is an area you can potentially save money, and not necessarily at the expense of quality. A trusted AV partner can help you cut back costs in the right areas without sacrificing your set up. Interested in finding out how? Read on to discover more.

 

WHERE DOES EVENT OVERSPEND TYPICALLY HAPPEN?

When planning the technical production for corporate events, money is typically spent on crew, video, sound and lighting - and it’s easy for excess budget to be swallowed up by unnecessary equipment and setup costs in particular. Stages are a typical example of overspending. We find many clients hire their own stages and platforms without checking what the venue already has. Many venues will have their own staging platforms, so check in with them before spending money on hiring the crew and equipment to construct one. 

Video is also a common area for overspend. Do you need a videographer with a high-spec camera, gimbal and boom mic, or will a good quality smartphone do the trick? The answer to this question entirely depends on what you are using video for in your event, but consider this as a potential area for cost savings if possible.

A key thing to remember with event planning is the ‘hidden’ costs - equipment needs to be transported, constructed, managed on the day, and taken down at the end, which means a large chunk of any event cost is actually spent on labour and transport. Larger equipment might need bigger vehicles, which need more fuel and more crew to transport it to and from the venue and set it all up. Every event is different, but these aspects will take up a large chunk of the total charge.

With AV hire, this means you need to think carefully about what equipment you’ll actually need, as every item comes with a set of associated costs. Consider your audio system set up as an example - if the setup you order is too large, then the associated costs can easily spiral. Alternatively, a great example of price differentiation can lie in whether an audio system is flown or ground supported. Flying an audio system can have a large impact on costs, and will require rigging equipment, crew, and potentially more speaker cabinets. A ground supported distributed audio system will work out cheaper and potentially higher quality - so can be considered as a way to cut costs. 

It’s also important to consider geography - asking an AV company to transport equipment and crew across the country can easily rack up expenses. Not only do you have fuel costs to consider, but crew may need to be put up overnight for longer events, with these extra expenses having a big impact on the bottom line of your event. This doesn’t mean you have to find an AV company round the corner, but always consider the impact of where your venue is compared to the equipment and crew you’re hiring - as well as the length of your event, as this will also affect the charge rate. 

Are you looking to speak to an AV hire expert about your upcoming event? Click the button below to discuss your event needs and get a free quote:

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HOW TO SAVE MONEY WHEN HIRING A VENUE

When hiring a venue for your event, there are two key considerations which will have a big impact on your overall budget: 

  • Choosing the right size venue for your event
  • Choosing the right equipment for both the venue and your specific event needs

We would always recommend speaking to an AV hire company as soon as you can in the planning process, preferably before you hire a venue. A good AV company can help advise you on the size of venue and equipment you need to match your event requirements and budget. You can find out more about this in our blog on how to write an RFP for AV hire.

Speaking of RFPs, it’s essential that you already have a firm budget in place before choosing the venue, as this will dictate what is achievable. Again, it’s about maintaining the balance between the dream event and reality. If you spend too much money on an amazing venue, this may leave you with a shortfall for AV equipment. Having a spectacular setting is no good if your guests can’t hear anything. 

TOP TIP: You should ask your AV company for a site visit to your potential venue, so they can spec a setup that works for your event. We offer free site visits to help you identify any potential overspend and manage those hidden costs.

Outside of audio visual equipment, you can also save money by delivering your event using a virtual or hybrid model. Do you have attendees who could join the event remotely? If so, then you could save money on venue hire and AV equipment, by choosing a smaller capacity venue and encouraging online attendees.

 

WHAT SHOULD I LOOK FOR IN AN AV HIRE COMPANY?

When looking for an AV hire company, price is obviously a key component, but so is ensuring the supplier you choose is able to provide the right specification for your event. We would always recommend you compare suppliers by not just getting different quotes, but asking the AV company for evidence of their design choices, and reasons for the equipment they’ve specified. 

A good AV hire company will provide you with a geometric acoustic model and a form of previsualisation either via site plan or a 3D CGI dependent on your needs, so you can see not just the equipment required, but how the venue will be set and why - allowing you to see how your guests will experience your event. 

Planning any corporate event is a tricky balancing act between dream and reality - by choosing the right AV hire company, you can achieve both. Are you ready to speak to us about your upcoming event’s AV needs? Click the button below to arrange a call with us. From this call, you’ll get: 

  • An initial consultation about your event plan, and what you’re looking for, and;
  • An itemised quote, including all of the equipment and services that will go into delivering your upcoming event.

Ready to speak to us about your event?

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