TECHNOLOGY IS THE UNSUNG HERO OF MOST EVENTS. If everything functions perfectly, you barely notice it, but if the lights go out, the video stops working or the sound is off, it’s all you’ll remember. Don’t leave A/V up to chance. Here are the five things you should know to get the best results from your supplier.

Know Your Rights
Before you sign the venue contract, be sure to look for any restrictions or exclusivities involved in bringing in outside suppliers. If you find something you don’t agree with, you can negotiate it out of the agreement, or add in your own clause that gives you the freedom to choose the best option for your specific goals.

Share Your Vision
You’re A/V production partner’s job is to execute your vision in order to meet, and hopefully exceed, your expectations. Whether it is offering highly customized solutions or supporting cost-saving initiatives, your partner is only able to deliver the results that support the vision you’ve shared.

Share Your Budget
The truth is that not every job will be a great fit for every company. Be as transparent as possible with your budget, as well as the parameters that must be met to even be considered for an opportunity. A true partner will tell you if they are unable to meet these parameters up front and save you a lot of time in the long run.

Walk the Venue with Your
Outside A/V Pro Before You Sign In order to make a proper judgment to determine what technology is needed to support your goals, it is always a good idea to involve your partner from the start. Your partner will know what questions to ask the venue to ensure the requiredf technology will be suitable for the room, considering issues with sightlines, ceiling heights, space required for projection, etc.

Don’t Hesitate to Ask
That’s what we are here for! Proposals with brand names of gear and A/V terms can be confusing. Don’t be afraid to lean on your team to clarify, ensuring you are getting the best solution possible.

KORI DREMOW CTS, a Rutgers University alumna, is director of business development for Dyventive, a national event staging and production firm. Dremow also serves as vice president of communications for the Philadelphia chapter of the International Special Events Society (ISES).

With executive orders and restrictions across the country in a state of constant flux, not everyone is ready to jump back into meeting in person. While some planners are eager to get back to “normal,” the long-term adjustment to new meeting protocols and potential risks make some hesitant to gather.

While wearing masks and social distancing can help keep attendees safe, intentional design choices—such as including nature-inspired elements and materials and plenty of plants—can also help to calm attendees.

 

The times they are a-changing, and that has never been truer than when it comes to selecting an A/V partner and deciding whether the in- house A/V vendor or an outside third-party provider is the right partner for you. Due to advancements in technology, lighting and other A/V equipment that has come down in price, planners are now finding op- portunities to use previously out of budget technology with a much more palatable price tag. 

 

Retreats and off-site meetings present wonderful opportunities for groups to collaborate, strategize and build relationships away from their normal office environments. With proper planning, these sessions can be highly effective and even pivotal in setting a new direction. However, off-sites may present some unforeseen challenges that can quickly deflate the energy in the room if not anticipated and addressed in advance.