Choosing the Right A/V Vendor For Your Corporate Event | eCubed Events

Choosing The Right A/V Vendor For Your Corporate Event

If you’ve ever been to an event where the sound quality is awful or the screens are pixelated, you know the importance of choosing the right A/V vendor for your corporate event. How (or whether) you enjoy what’s presented rests mainly on the shoulders of audio-visual experts.

The process for choosing any vendor—including one for the audio visual aspects of your event—should begin by knowing precisely what you will need.

  • How large is the space?
  • How many people will be in attendance?
  • Where will speakers be standing, will they use presentations, how many cameras will be needed to film them properly
  • Will there be a video or music used during the event?

Sometimes knowing what audio visual you need for your event can be a daunting task.  At eCubed Events we have partnered with audio visual and production companies we’ve trusted for years.  You and your team need to know the answers to the above questions for your event.  Let us help!

If you’re holding your event in a traditional conference center or hotel, they may have an audio visual specialist on hand. That does not mean, however, that he or she can meet all of your needs or expectations. It’s one thing to make sure that a PowerPoint is working in a conference room that holds 15 or 20 people. It’s completely different to expect them to have the knowledge or equipment to manage a 1000-person event complete with cameras, lights, monitors and more.  Keep a good relationship, however, as the onsite audio visual company will provide help with power and rigging needs if you choose an alternate vendor.

As you begin your search for an audio visual provider, ask for recommendations. The venue may have a list of A/V vendors they utilize for large-scale events. If not, those at the venue may have personal experiences with audio visual specialists they could recommend (or suggest that you avoid.)

Online research may also be necessary. In addition to looking for websites, seek out reviews via YELP, Google Reviews, and even Facebook to see what people have said about them. You can also often find recent events they’ve been a part of to see if they’re similar in nature to your own.

After identifying several top options, ask to meet them in person if at all possible. Discuss their capabilities, experience, equipment, and availability. Ascertain if they’ve had an experience at the venue itself, and with conferences like your own. Each should be able to provide you a minimum of three references, and you should call them all. Ask what they did well and where they could have improved.

Once you’ve chosen the audio visual provider you feel is the best option for your event, have a contract drawn up detailing your exact event requirements. Working with someone who is familiar with vendor contracts is your best bet, but know that all of the pertinent details, from price to set up and take down need to be specified in that contract. It’s also important to review it with the A/V specialist so that everything is clear and out in the open.

Finally, when it’s time for your event, assign a member of your team to work with the A/V vendor so that they’ll be on hand to answer questions, provide support and convey information back to you if needed. It will also give you more peace of mind throughout the event, and you’ll never have to worry about tracking down the right person to talk to. 

There are also many things to do AFTER your event in terms of working with an A/V specialist.  Contact eCubed Events to learn more.