A good process to follow when hiring an AV company

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Most of us would usually wish to have a perfect and successful event and this means ensuring that you have perfect audio visual components.

We both know that an audio visual presentation entails the use of both the sound and sight in order for you to pass around your information. This usually includes computers, projectors, some large screens and good sound speakers among other things.

The audio visual company you are looking forward to hire is also a key thing to consider if you want to have a smooth and successful event. Below is a good process that you should follow if you want to use corporate audio visual services from a particular company.

  1. Have your goals ready

You need to first understand your goals when hiring an audio visual company. You need to know some things like, who will attend the event, the type of energy your guests will have, the tone of your event and the desired outcome among others.

For instance having guests that want that high energy kind of event, you will have to make sure that you create a very stimulating and invigorating event.

If you have clear objectives that you perfectly understand then you can start exploring the methods you would need to execute the goals you desire.

If you assist the company by letting them know what you want to achieve. Then your dreams might just come true.

  1. Understand difference between needs and wants

With your goals now clearly set, you might want to review your main points and sort them out based on the needs vs. the wants.

Actually the main reason for doing this is because of the cost. You need to do a bit of research as AV production can sometimes get very expensive.

When you consider your needs you might end up spending less. This should also help you incorporate new trends and keep your guest exited all through the event.

  1. Proper time management

If you want to have a successful event then you know time management is also a key factor that needs to be considered. You have to know the exact time that is set for each and every component of your event.

You can use a particular timeline template to track how your goals are progressing before the event, during the event and after the event.

You need to consider things like rehearsal time, the time you need to set up things, the time you will need to dismantle the set up and if you will also need some help loading or moving the equipment.

You should also make sure to engage the presenters with the AV Company early enough. This will bring ease of work with regards to how the event will run. Besides, with this collaboration, the team will be able to account for any extra time that might be needed.

This covers the time needed to load the presentations, time to reformat and practice transitions and entrance. You can learn how to create a timeline here https://www.vertex42.com/ExcelArticles/create-a-timeline.html

  1. Sort out the challenges

Not everything is always easy and organizing an event is not an exception. You will always face some challenges when looking to hire the best AV Company. This may include deciding whether to use a hotel room or host your event outside.

Most people would always say in house is always convenient but they tend to charge a little too much. This is what make most event vendors to seek other alternatives the moment they realize they are not within the budget.

This is why it is always recommended that you do some research and review all the audio visual options available just before you make the final decision.

  1. Go through the negotiations in the contract

Before signing anything, you have to make sure that everything is according to your desire.

Go through everything in the audio visual contract and always feel free to seek assistance from your audio visual specialist to help you go through the contract in case you dint understand something. This will help to avoid any future problems.


The tips above might not be enough but sure they are the basic ideas you will need to have when you are looking to hire an audio visual company. If your event is successful even the company will be happy.

As part of your organizing team, make sure you include your AV Company in the whole process as working together will ensure a smooth and great working environment.