Corporate Entertainers Blog

Who Turned Out the Lights?

EVENT AV: DON’T BE CAUGHT FLAT-FOOTED

You’ve spent weeks, months, maybe even years planning your big event down to the last detail only to have something go wrong at the 11th hour. It can be heartbreaking. But it’s an all-too-common experience when it comes to event planning. It’s the nature of the beast. There are so many details that need to be remembered for any event. Unfortunately, AV can often be overlooked and it can be disastrous.

To help make your next event go off without a hitch, our team put together a list of AV questions that you should be asking yourself before the big day.

1. What Am I Paying For Exactly?
Regardless of what type of event you’re planning, one of the most important parts is the budget. It controls everything. Event AV can be costly and not all services are the same so it’s critical to understand what you’re paying for. Do your homework and conduct some thorough comparisons. To ensure there are no surprises, try asking these questions:
• What’s included in each service provided?
• What’s the cost of any add-on features we may need (e.g. lighting or extra microphones)?
• Do you bring all equipment with you or will we need to rent it ourselves?
• Do you charge for AV run-throughs or rehearsals?
• Do you charge hourly? How many people from your team will be on-site? Do additional people cost extra?

2. Get All Your Ducks in a Row
Once you have a good sense of what type of AV services you’ll need for your event and the entertainers on your agenda, you’ll need to clearly communicate those needs to your AV company. During this time, be sure to ask these questions so everyone’s on the same page:
• Will you need extra power other than what the venue provides?
• How long does your set-up and tear-down take?
• What format will you need presentations or video in?
• How long before the event will you need all presentations, videos and any other content?
• Can you meet the specific needs of the entertainer?

3. Get a Lay of the Land
Often times event planners can forget to do walk-throughs with their AV team. Schedule a time with your AV company to do an on-site event rehearsal from start to finish. While they’re there, be sure to ask these questions:
• What is the size of the screens you’ll be using?
• Where will your team be set up in the room?
• Will the audio equipment fill the entire room with sound?
• Do we need a stage?
• Are there any barriers to success you can see from the venue set up?

4. Can I Have Your Card?
The worst thing that can happen when something goes awry is that you don’t know who to turn to. In case of any AV issues, you should have a clear point of contact that’s on-site and can respond quickly. Well before your event takes off, be sure to ask these questions of your AV company:
• Who will be the main contact on-site and what are they responsible for? (Tip: Sometimes these people have limited accountabilities, so be sure to know what they can and cannot do)
• Are there different contacts for different services?
• What’s the best way to reach this person?
• Are they on-site throughout the entire event or only certain times?
It’s important to ensure you have the right people in place just in case. It will also help you build a strong relationship with the on-site AV personnel that will be helping you deliver an amazing event.

Sit Back, Relax and Enjoy!
Event planners are juggling a million things at once. The details are endless and it takes a lot of coordination to pull off an unforgettable event. By making your event AV a focal point during your planning process, you’re setting yourself up for success. They’re an integral part of the team that will help you execute a flawless experience – so don’t forget them!

With more than four decades of event experience, we’ve seen the good, bad and the ugly. We’ve also learned a lot along the way. Lean on our experience and expertise. We can help ensure your audience will enjoy themselves as they take in a great experience. Contact our team directly and take a moment to review our roster of incredibly talented entertainers.

Featured Entertainer: Celebrity Golf Entertainer Lisa “Longball” Vlooswyk

Lisa is a well-recognized name in golf – currently ranked top 3 in the world in ladies long drive. She is a popular addition to over 30 corporate and charity golf tournaments each year. From Power Tips Clinics, hitting balls for guests on a designated hole to speaking and entertaining, Lisa does it all.

Some past events include the TELUS World Skins Games, Kelly Hrudey Celebrity Charity Golf Classic and the Reno Tahoe Open. You can even challenge your team to beat Lisa in a drive off! However you decide to incorporate Lisa into your next event, you won’t be disappointed.


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