Your AV production partner brings a wealth of experience from working in countless venues, often with insights that can save you both money and headaches. By tapping into their expertise before you’re locked into a venue contract, you can explore better options, avoid unnecessary costs, and ensure that the venue you choose is perfectly suited to your event’s AV requirements.Optimizing your AV setup is crucial for controlling costs. Venue layout choices directly influence AV expenses and the success of your event. Whether it’s avoiding unnecessary in-house charges, managing union-related costs, or ensuring smooth load in/out logistics, the way you plan your venue setup and layout can significantly impact your budget.
For example, setting up the day before will be more cost-beneficial versus going overtime loading the day of the event which will always lead to higher costs. Similarly, for large shows, being limited to a venue where you are not able to bring a semi-truck to the loading dock, would require cross-loading into smaller trucks, adding time and unexpected labor expenses. These are just a couple of scenarios where your AV partner’s input can save you money and ensure the event runs smoothly.
Start Early: The Foundation of Cost Efficiency
Involving your AV partners early in the planning process is vital. Early engagement allows you to uncover potential cost-saving opportunities related to venue layout and AV setups. A site visit with your AV project manager will help you anticipate challenges like loading dock accessibility, power and rigging points availability and accessibility, as well as potential structural obstacles such as chandeliers or low ceilings.
Starting early also gives you time to negotiate better rates, particularly when booking flights and hotels for your AV crew. Timing is crucial; securing these essentials well in advance can lead to substantial savings and reduce last-minute stress.
Strategic Venue Selection
Choosing the right venue is more than just finding a beautiful space—it’s about selecting a location that supports cost-effective AV setups. Considerations like union vs. non-union venues, loading dock access, and auxiliary fees should be on your radar. Understanding the in-house AV team’s pricing model is also critical; some in-house services may charge for equipment or services you don’t need, so it’s important to negotiate these details during the contract phase. Similarly, booking events on less popular days, like Thursdays, can lead to cost savings on venue rental and AV services.
Optimizing Room Layouts for AV Efficiency
Strategic seating arrangements, such as using crescent rounds instead of full rounds for presentation-heavy meetings, can minimize the need for additional screens and speakers. Room shape and acoustics are also crucial. A well-configured space can enhance sound distribution, reducing the need for additional sound delay towers. Be mindful of room obstructions like pillars, chandeliers, or low ceilings that could affect sightlines or sound quality. Knowing the room dimensions allows you to design the setup that best fits your event’s needs.
For example, understanding that a minimum of 5’6″ from the floor to the bottom of any image on a screen is the correct formula to ensure that all attendees have a clear view without needing multiple screens, thus cutting costs.
Collaboration with AV Partners for Maximizing AV Savings
Your AV professionals are not just service providers; they are key collaborators in identifying cost-saving strategies during layout planning. Clear and continuous communication with your AV team can prevent last-minute changes that increase costs.
For example, during a site visit, your AV partner might identify a chandelier that obstructs sightlines, allowing you to adjust the setup before it becomes a costly issue. This kind of proactive problem-solving is why involving your AV team early is so critical.
In-House vs. Outsourced AV: Making the Right Choice
Choosing between in-house and outsourced AV services is a decision that can have significant cost implications. In-house teams might seem convenient, but they often come with hidden fees and limitations on equipment. Understanding the in-house pricing model and negotiating terms in the contract can help avoid unnecessary expenses.
Outsourced AV services might offer more flexibility and better equipment, but it’s essential to weigh the costs and benefits of each option. In some cases, outsourcing could lead to better rates and more control over the quality of AV production, especially if the in-house team is restricted by the venue’s rules.
Practical Examples and Case Studies
Real-world examples illustrate the benefits of optimizing venue layouts for AV savings. For instance, an event at The Davenport Grand in Spokane showcased the advantages of a well-chosen venue. The location, non-union staff, excellent loading dock access, and well-timed loading schedule all contributed to significant savings and a smooth event execution.
The client, unaware of what to ask for during the booking contract, relied on us, as their AV partner’s experts to navigate these details, resulting in a more cost-effective and successful event.
Practical Tips for Event Professionals for Maximizing AV Savings
- Start Early with AV Planning: Involve your AV production partner as soon as possible. Early collaboration allows you to identify potential issues and cost-saving opportunities, such as optimizing room layouts, leveraging existing infrastructure, and avoiding hidden fees.
- Conduct Thorough Site Visits: Schedule a site visit with your AV team early in the process to identify any structural obstacles or logistical challenges, such as loading dock access, rigging points, or ceiling heights, that could impact your event’s AV setup and budget.
- Negotiate In-House AV Services: Understand the pricing models of in-house AV services and negotiate contracts to avoid unnecessary charges for equipment or services you don’t need. Don’t hesitate to ask for details about what you’re being charged for and explore the possibility of outsourcing if it offers better value.
- Optimize Room Layouts: Use strategic seating arrangements, like crescent rounds, to minimize the need for additional AV equipment. Ensure that the room’s layout is optimized for both sightlines and acoustics, which can reduce the need for extra screens, speakers, or sound reinforcement.
- Consider Alternative Event Days: Booking your event on less popular days, like Thursdays, can lead to significant savings on venue rental and AV services. This small adjustment can make a big difference in your overall budget.
Budgeting Tips for Maximizing AV Savings
- Allocate Budget for Early Planning: Set aside a portion of your budget for early AV planning, including site visits and consultations with your AV partner. This proactive approach can save you money in the long run by avoiding last-minute changes and unforeseen costs.
- Factor in Auxiliary Fees: Be aware of potential auxiliary fees, such as union labor charges, loading dock access fees, and in-house AV service charges. Understanding these costs upfront allows for better budget management and more informed decision-making.
- Prioritize Key AV Needs: Focus your budget on essential AV elements that will have the most impact on the event experience, such as quality sound systems and appropriate screen setups. Optimize other areas to reduce costs without compromising on the overall attendee experience.
- Stay Updated on AV Trends: Keep up with the latest AV technologies and industry trends by attending conferences, workshops, and industry events via blogs like this one. This knowledge will help you make informed decisions that enhance your event while controlling costs.
- Build Strong Relationships with AV Providers: Cultivate long-term relationships with trusted AV partners. Regular communication and collaboration will keep you informed about new cost-saving opportunities and best practices.
- Share Knowledge Within Your Team: Encourage your team to share experiences and lessons learned from past events. Continuous learning and knowledge sharing within your team will improve future event planning and execution.
Conclusion
