AV: Crash Course for Event Planners

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AV Crash Course for Event Planners
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Event Planning Tips
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What is AV?

• AV stands for Audio Visual
• It really should be AVL because lighting is often
  included with audio and visual
• AV creates the mood your client is looking for
• It can create a completely immersive environment
• Combining audio, visual and lighting components
  with new digital technologies can take an event
  to a whole new level

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Why do I need to hire an AV partner?

• Hiring an AV partner is an essential part of
  creating a magical event.
• AV partners ensure everything is installed
  correctly and safely.
• They can also help with the creative side of
  things.
• A good AV partner can even give advice on the
  best
• venue to meet your vision for your project.

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When should I bring the AV partner on board?

• Answer The Earlier the Better!
• The earlier, the more effective they can be in
  designing your event
• Ensuring that they are able to give your audience
  an unforgettable experience.
• Whether your audience is 50 people to 50,000 or
  more

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Get to know your AV team

• The number of team members depend on the needs of
  your individual project.
• Various roles within the team will provide
  different types of help when it comes to the
  planning and production of your event.
• Try to learn the names and roles of your AV
  partners as they will be working very hard, and
  often long hours on your event.
• The better you can gel with your AV team, the
  smoother the event planning and implementation
  will be.

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Making Sense of Quotes and Fees

• Make sure that you read between the lines when
  looking at a quote.
• You may not actually need everything quoted so
  you can ask to eliminate these or negotiate the
  price down.
• You will need to stay vigilant to ensure that
  your AV partner keeps things within budget
• Ask questions and dont agree to any quote that
  you are not completely happy with in terms of
  content and cost.