You know your event requires a technology management team. The question is: do you know when to bring them on board in your event planning process?
Many event planners wait until they’ve already booked the venue, and rented the equipment, before they hire their technology team. An event technology management team should be involved in your event planning from the get-go. When they know you’re exact vision as far as theme, catering and décor, and you stay on the same page with them throughout the event planning process, they help tremendously in making your vision come to life.
Here are 4 reasons to contact an event technology management team sooner rather than later:
1. Budget Issues
Event management technology isn’t cheap. Multiple sound systems, projection screens and various light fixtures are not exactly budget friendly. You don’t want to over-spend and you don’t want to under-spend, but chances are you may not know how to get the right equipment for the best price. This is when an event technology team would be a big help. They work with your budget and your overall vision to incorporate the most appropriate and cost-effective technology into your event.
2. Venue Details
Most events require some kind of AV equipment. Most AV equipment requires a spacious area, easy access and available power. These are all details that your event technology team should know long before the event. What if you unintentionally planned the catering booths in front of the power outlet for the speakers? You might be able to work around it, but that may hinder any nearby décor. Avoid potential obstructions by discussing your technological needs with your team early on.
3. Room Layout
Sketching out a room diagram works wonders for your planning process. When you hire your event technology team early-on in the event planning phase, they are able to assist you with things like this. After all, being familiar with the venue layout is important for both you and your technology team. You have to be able to plan your event, and your team has to be able to plan technology around your event. A room layout allows you and your technology team to work together, so all equipment is seamlessly integrated into the event.
4. Goal Alignment
Perhaps the most important reason to hire your team early on is so they understand your vision and you’re both working toward the same goal. A good event technology team is going to help you spend your money as if it were their own. They are going to use your budget for things that make sense and assist in the correct operation of all technical elements. They work toward a fully functional event that meets your needs, and you work toward an event that delights and amazes your guests. When you and your technology team establish a bond from the very beginning, those two goals come together to deliver an unforgettable experience.
There are plenty more reasons to hire an event technology team, but these are four good reasons to begin your relationship with them early on. When they get the chance to work with you through every step of the planning process, a good event technology team helps you with much more than just technology.
Ready to start your engagement with an event technology team? Contact the event technology management experts at Advanced Staging Productions at 866-431-8202 for assistance with all of your event management needs.