Organising a successful conference involves lots of moving parts, and one of the things that always comes up in the planning is the audiovisual (AV) requirements. We’re talking lighting, sound, video, staging – all the technical aspects that mean your audience can see and hear what’s going on.
The question of whether you need an external AV supplier often comes up. Let’s have a look at the factors to consider when deciding whether you need to hire an external AV supplier for your conference.
1. Complexity of AV Needs: The complexity of your AV requirements is a big consideration. If your conference has multiple sessions, large audiences, or advanced AV technologies such as live streaming, video conferencing, or interactive elements, an external AV supplier with expertise in handling complex setups can be invaluable.
2. Quality and Professionalism: High-quality AV equipment and professional technicians can significantly enhance the quality and professionalism of your conference. External AV suppliers typically offer state-of-the-art equipment and experienced operators who can ensure flawless AV execution.
3. Reliability and Backup: External AV suppliers often have backup equipment and technical support readily available. This means that in case of any technical glitches or equipment failures during your conference, they can swiftly address and resolve the issues to minimize disruptions.
4. Cost Considerations: Budget constraints are a significant factor. While external AV suppliers can provide top-notch services, they may come at a higher cost. Evaluate your budget and weigh the added value an external supplier can bring to justify the expense.
5. Technical Expertise: Assess the technical expertise within your organization. If you have an experienced in-house AV team capable of handling your conference’s AV needs effectively, it may make sense to keep the services in-house. However, if your team lacks the necessary expertise, external professionals can fill the gap.
6. Time and Resource Allocation: Preparing and operating AV equipment can be time-consuming. Consider whether your in-house team has the bandwidth to manage AV logistics effectively while also focusing on other crucial aspects of conference planning and execution.
7. Scalability: If your conference size and complexity vary significantly from event to event, an external AV supplier can offer scalability by providing the right equipment and expertise tailored to each conference’s unique requirements.
8. Technical Support: External AV suppliers often provide technical support and troubleshooting during the conference, ensuring a smooth and trouble-free experience for both you and your attendees.
9. Venue Relationships: Established AV suppliers may have relationships with venues, allowing them to navigate venue-specific requirements more efficiently. They can also help you leverage venue-specific AV assets.
10. Customisation: Discuss your specific needs and expectations with potential external AV suppliers. They can tailor their services to align with your conference’s goals, themes, and desired attendee experience.
In conclusion, the decision to use an external AV supplier for your conference depends on factors like complexity, budget, technical expertise, and the overall quality you aim to achieve. Carefully evaluate your conference’s unique requirements to determine whether external AV support is the best choice to ensure a seamless and successful event.
