When Should I Outsource My Audio-Visual Needs?

To meet the audio-visual needs of your meetings and events, you may have tried purchasing and running your own equipment. As you quickly realized, this adds multiple layers to an already complex process.

Even if you’re lucky enough to have a natural-born “techie” on staff or your leadership team, what if that person became ill, had a personal emergency, or left the company? Would someone else be able to step in, and then who would do that person’s work?

Maintaining the necessary equipment, training and certification to handle your own audio-visual needs ultimately takes time and money away from your core business. Do you have time and money to spare?

If not, consider outsourcing the process to audio-visual experts. Let them do what they’re best at, so you can use your unique skills to take care of your customers and grow your business.

Before outsourcing your audio-visual needs

Once you’ve made the decision to outsource your audio-visual needs, it’s time to select your vendor. These three steps will ensure the most confident choice and the smoothest overall event experience:

1. Assess your space – Gather as much information as you can about the venue, such as room dimensions, loading areas, existing equipment and structures, power supplies, etc. Also, be sure to verify that you will not be penalized if you don’t use the venue’s in-house AV.

2. Clarify your requirements – Those details about the venue will help your AV firm better understand the space they’ll be working with. Now, equip them with all the information they’ll need to prepare a quote and handle your audio-visual needs, including projection, sound, recording, space, and considerations for attendees with special needs. For helpful guidelines, see our blog post about how to predict which AV equipment you’ll need.

3. Evaluate potential vendors – Audio-visual will be a major part of your event budget and you want to make the best choice so your money is well spent. Here are some criteria to use when considering each potential vendor:

-Were their previous customers satisfied (check reviews, testimonials and references)?
-Have they done other events similar to this one?
-Are they familiar with the local area and venue?
-How often do they update their equipment?
-Do their staff hold certifications? How often do they upgrade their training?
-Who will be available to answer your questions about the project during the planning process?
-How will questions or problems be dealt with during the actual event?

When you walk into your next event or meeting, imagine the peace of mind of being able to focus on presenting or running the event, rather than plugging in cables, testing sound levels, or dealing with malfunctioning equipment.

Follow the three steps above to find the best company to meet your particular audio-visual needs, so you can get back to doing what you do best and still put on a fabulous event.

P.S. Still have questions about outsourcing your audio-visual needs? Contact us at LBI for a free consultation or call Tracy now at 732-525-9550.