Choosing the right event production partner is the most important step, but there are additional things you can do to get the most from your relationship. The advice below is based on Advanced Staging’s 35 years of experience and more than 10,000 successful events.
1. Bring in the team as early as possible.
Many people don’t realize an AV team can help you assess a potential venue so you choose the best setting possible. Consider having your AV team scope out a venue before you sign a contract. At the very least, invite your partner to tour the venue before the event to discuss your goals and ideas.
2. Change the way you think about event production.
Too often, people forget to think about event production services until the last minute. On occasion, companies will loop us into the process late and then share grandiose ideas that aren’t possible within their time or budget restraints. Secure your event production partner early so you can turn your vision into a reality.
3. When in doubt, overshare. The AV and lighting team needs to know more details than you may realize. Share information, such as:
-The goal of your conference – The right partner will create an execution plan to meet these goals.
-Names and contact info of other vendors – AV is part of a bigger picture. We need to play nice with others: the hotel, caterers, decorators, union folks, etc. At Advanced Staging, we try to make things easy for our client by handling as much communication as possible.
-Information on who is arriving and unloading when – Remember, the AV team has a lot of equipment, and unloading takes time. We want to coordinate with other vendors to keep event set-up running smoothly.
-A detailed event schedule – We will note things others will not. For example, are people going to be eating during the keynote speech? If so, we will know to be ready to contend with the clinking of glasses and silverware.
4. Be upfront about budget.
Assuming you have chosen the right event production partner, you can trust them to work with you to get the best results within your means. Alternatively, they will let you know when your vision simply isn’t possible without investing more.
5. Look for a long-term partner, not a one-off vendor.
We have worked with some of our clients for decades. Occasionally, they run simple, small events with less experienced teams. When this happens, they call us to talk through the approach the other company is taking. We are still part of their quality control process, and we love that!
