Renting AV for your event? Here are three pitfalls you must avoid.

When it comes to renting audio visual equipment for your conference, gala dinner, exhibition, award show or exhibition, try to avoid these mistakes and make your next event the talk of the town for all the right reasons.

MISTAKE #1: Making the decision solely on price

There is nothing wrong with bidding out your suppliers and, considering the economy, it is certainly understandable to go for a low price. AV companies will work hard to earn your business, but if you make it clear that the lowest price company will win, unfortunately, many suppliers will do whatever they can to get you to sign on the dotted line. Once they have the contract, they will try to figure out a way to still make it a profitable endeavor, which may mean cutting corners or back billing for the type of items listed below.

Remember, no one will ever ask you, "How much money did you save on that video projector that no one could see very well?" Nothing will lose the attention span of your speakers and audience than having a faulty sound system or a visual that is hard to see on the big screens. So cheaply did your event fail?" So, check around, ask for references, and call them. Go onto LinkedIn Groups and ask about audio visual service providers in your area. Find out the type of equipment they are renting (old or new), how experienced their technicians are, and how long the company has been in business.

MISTAKE #2: Failing to budget properly

Many event planners overlook event audio visual rental total costs. For a large multi-day program with many breakout sessions, the budget will likely include a charge for expendables such as gaffer tape, batteries, electricity (from the venue), labor charges, including meal penalties and overtime.

Hold your AV supplier accountable by asking for detailed, broken out budget.

This is important when sticking to your budget. Your AV needs can change halfway through the event, but there is no reason for any of your final invoices from an event audio visual rental company to have charges that you were not expecting.

MISTAKE #3: Failure to secure the right event audio visual rentals

If you are hiring a speaker or an artist for your event, understand that they will not be able to dazzle the audience without the right audiovisual equipment. So, request a production rider of your speaker’s audiovisual needs, make sure the presenter approves it well before the meeting and tests it several hours before they go on stage. Reputable AV companies have inventories of equipment that they can control the quality and guarantee its performance. "AV Guys," who work out of their house, have to sub rent all their equipment and probably cannot be held accountable if something goes wrong.

Hiring audiovisual equipment allows you to get creative when planning your event, and your guests will surely thank you for it. Even if your guest will only include current employees, hosting an exciting event is also a great way to boost company morale. As always, it is always recommended to partner with professionals. An event production company in San Diego that provides audiovisual equipment can help you create a special occasion that perfectly reflects your brand.

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