Five top tips for selecting a technical production partner

There's no doubt technology is advancing at an unprecedented rate. So, it's little wonder that event organisers face a real challenge when it comes to understanding and selecting which sound, lighting and AV equipment will enhance their audience's live event experience.

Technical production is central to effective communication; increasing engagement and evoking a reaction from your delegates. Getting it right is the difference between a memorable occasion for your audience or one that becomes…just another event. Below are some top considerations for choosing a technical production partner; to guarantee you get it right every time.

Working within a variety of venues

AV production is often the element of an event that’s an afterthought despite it being integral in effectively communicating your message to your audience. The success of this will often depend on the venue that you have selected. While a venue may be aesthetically-pleasing, be in the right location, or have the correct delegate capacity, the layout of the venue may not be suitable for the type of event you have planned. Acoustics and accessibility are other issues that could impede communicating that all important message. Therefore, bringing on board a partner who have experience working at a wide range of venues can be invaluable, especially as some communication challenges are easy to miss.

Walking the venue

On first glance, a venue may be perfect – however, depending on your brief – equipment and technology may need to be adjusted to suit the space - this is why doing a walk of the venue together can be beneficial.  For example, large areas of glass, stonework, or cavernous spaces can make sound a real challenge. Lots of natural daylight can also make visibility of screens difficult.

Ensuring that the right equipment is used for your event is therefore crucial. To counter any lighting issues, projectors must be bright enough, or even substituting projectors and screens with a LED wall can make a massive difference when it comes to visibility in bright spaces. Your technical partner should be able to offer advice on what has worked previously within similar spaces.

On board with your brand and audience

With the vast amount of options for stage sets, screens, lighting, and sound, it is vital that your technical production partner understands what the objectives are. Every aspect is important and talking this through with your chosen supplier is essential for them to understand your vision and ensure it becomes a reality. What’s more, sharing your vision with your supplier means they can make suggestions that you may not have considered.

This process not only helps with building your production requirements but it also ensures you allow and cost for pre-production and rehearsal time, entertainment and catering power requirements. And, of course the all-important set up and derig planning, so you don’t end up with extra charges from the venue or other suppliers. From main stage activity through to break out sessions, party areas and green room requirements, your technical production partner should work alongside you to ensure you have everything covered.

Equipment selection

Don’t be afraid to ask questions about the equipment being suggested and why. A piece of equipment may have been recommended as it’s the most cost-effective solution or perhaps, having walked the venue, it will enhance the delegate experience. Being well informed ensures that you are armed with the knowledge to compare proposals on a like-for-like basis, both in terms of value and expertise.
Added-value services

Recognising that the delegate experience extends beyond sound, lighting and AV, many production companies now offer additional services, providing a one-stop-shop for event organisers. Delegate
registration and check-in, webcasting, video production and audience engagement solutions are amongst the services can enhance your event for the better.If you can make your life easier with a supplier that can offer multiple services, then it makes sense for time saving and for a more cohesive brand experience.

Stakeholder buy-in

You have a fantastic idea which will help transform your event but obtaining backing for a new concept from stakeholders can be a challenge. Ask your technical production partner for help. It might be something as simple as including CAD plans and visuals of your proposed concept within the venue, or perhaps even asking your production partner to attend stakeholder presentations, so they can support you with the concept and answer any technical questions, together with providing reassurance.

For more information about Saville AV’s range of services, visit www.saville-av.com or call 0370 606 1100

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