Planning the audio visual budget and components for your event can be tricky. Not only can they soak up a large portion of your event’s budget, but they also tend to involve a lot of unforeseen expenses.
But it doesn’t have to be that way. Here are five ways to maximize your event’s AV budget and pull off a memorable event.
Pair your audio visual budget with your vision in advance
Pair your budget with your vision in a realistic manner. Outline the look and feel of your event with a detailed storyboard to get an accurate feel for your needs.
Once you have an accurate vision in mind, work up an event activity flow and a production list to keep track of the items you’ll require. Will there be presentations? Videos? Music? Instruction or audience interaction? The activities you’re planning will determine your priorities.
Once the list is made, sit down with your budget and the production list to sift through what’s crucial and what amounts to frills. This process may even lead to a restructuring of your approach.
If you’re working with an AV solutions company, this is a great time to sit down with them, too. They may have recommendations you haven’t thought of that will accomplish your goals more efficiently.
Get the right sound, but don’t go overboard
Pairing the right sound equipment with your venue’s size and acoustics is a great way to be sure you don’t overspend on sound equipment. You don’t want to come off like Marty McFly plugging into Doc Brown’s speaker. Every room has unique needs, and sometimes less is more.
Unless you’re a sound engineering expert, these decisions may require professional assistance to get just right. We’re certainly not suggesting you underspend on this aspect of your event. But overshooting can result in wasted money, so take the time to match your equipment accurately to the venue and occasion.
Creative lighting packs a punch for the price
An event’s aesthetic has a powerful effect on how attendees experience it. One of the best ways to get more bang for your buck is with lighting. Items like GOBO stencils can be super affordable and surprisingly affordable even for custom designs. Imagine your logo up on the venue’s walls or curtains … it could make quite an impression.
Consider the drastic difference the right lighting and colors could have in making your event feel special and professional!
Build your relationship with a trusted AV partner
Don’t overlook this step. No matter the business or industry, relationships are everything. Working consistently with a trusted AV partner gives you the opportunity to create event value and save money in the long run.
Not to mention that the longer you work with a partner, the more familiar they become with your unique needs, style and approach. This helps them develop strategies and approaches that are custom-tailored to your business requirements and your brand.
By streamlining the process, cementing the relationship with the AV provider and personalizing the feel, you will get far more for your money.
The takeaway for your audio visual budget
With the right planning and a little ingenuity, you can pull off a beautiful event with audio and visual details that really shine. Take the time to plan, partner and design. Not only will you maximize your investment, you’ll make the event night a blast rather than a big ball of stress!