Top Audio Visual Questions to Ask Your AV Experts

Putting together any type of event production of any size can be a mammoth task. As the organizer – whether for a live event or a virtual meeting – you have many responsibilities to juggle and a myriad of decisions to make. From the tiniest details to bigger-picture concerns, you need to be confident that everything will work smoothly.

One way to ensure your production will come off without a hitch is by choosing the right AV technology provider. So how do you know which AV company is right for you? First and foremost, the company’s team must be willing to take the time to answer all of your questions thoroughly and honestly. Here are the six questions you should ask a potential AV company before hiring them for your event.

1. Can you meet my budget? 

Every event has a budget, regardless of its size. So your first question should be whether a prospective AV technology provider can meet yours. If the provider can’t meet your cost requirement, ask them if they can provide some creative alternatives that will allow you to realize your vision without breaking the bank.

2. Can you walk me through the quote, line by line?

Ask the vendor to provide a thorough explanation of the estimate and clarify anything you don’t understand. The company should be able to justify every service, piece of equipment, and AV technology listed on the quote. And be sure to ask under what circumstances you may be subject to additional fees or costs. For example, is there a fee for paying with a credit card, and what are the company’s insurance requirements?

3. Who will be on the team?

Before choosing a company, ask who will be on your event team including the project manager and other key players. Ask about years of experience, areas of expertise, and each person’s role. If possible, meet with the prospective project manager before signing a contract.

4. What do you need from me?

As the client, you are responsible for providing the AV company with all the information they need to produce a successful event. Be sure to discuss key details with the lead AV technician such as how much power they require, how they’ll need to access the room, and how much time they need to set up before the event and take everything down at the conclusion. They’ll also likely want to know if you prefer specific audio-visual technologies.

5. Have you worked in this type of venue?

While you don’t need your prospective AV technology company to have worked in your exact venue, you do want them to have experience working in that type of venue. Do request a walk-through with the lead AV technician so they can analyze the space and determine exactly what type of equipment they’ll need to design your layout and produce a successful event. 

6. Can you provide references and a portfolio?

A skilled audio-visual provider with an excellent reputation will readily provide client references from past projects and have a comprehensive online portfolio. The portfolio should give you a good feel for their style as well as the scope of their expertise.

PORT: Exceptional AV technology and services for flawless events

PORT has more than 37 years of experience designing customized lighting solutions. We provide individualized plans for every client so we can realize your vision and create a truly exceptional event. We provide the following services:

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