Optimizing The Event Budget
While planning an event is a complex undertaking, working with a team of event partners can make the process easier to accomplish. After establishing the event scope, identifying what elements these event partners can provide for you will allow you to set appropriate budgets. There are several factors that may drive the actual spend, such as sponsorship, ticket sales, and funds previously set aside by the organizers. However, the allocation of these funds to various portions of the event can be optimized by working with well-informed partners, who keep the success of your event as their top priority. Within the audiovisual spend, this could cover items such as the presentation technologies, tradeshow items, and scenic and decor elements. A partner such as AV-AMERICA can assist you with some key budget optimization processes:
- Identifying technology requirements and appropriate items
- Providing equipment packages rather than a la carte pricing
- Providing pre-event and post-event revenue-generating opportunities
Identifying Technology Requirements
A detailed event scope that considers the space, audience, presentation format and other items will allow your AV partner to make the best recommendations for your event’s success. They will help ensure that each attendee has the best possible experience, through a careful selection process for audio, video, lighting, and staging elements, along with labour requirements.
Audio requirements would cover:
- the type and number of speakers used to provide the best speech intelligibility and musical experience, while also looking discreet
- the type and number of microphones used to enhance the presentation and interactivity while ensuring a good event flow (e.g.: a headset microphone will sound better for a wandering presenter than a lavaliere microphone; having sufficient wireless microphones on hand for the number of presenters, as well as a secondary set to ensure quick turnaround between presenters/panels will improve event flow)
- providing the necessary connectivity and sound reinforcement for any music or video playback
- providing the audio interfacing for recording and streaming
Video requirements will include:
- ensuring all audience members can see any visual aid materials on projector, LED wall or TV monitor screens
- giving the presenter the necessary display aids such as confidence monitors, speaker timers, presentation laptops and slide advancers
- having the right number of cameras for a high-quality record and streaming broadcast
- selecting the right infrastructure to ensure visually-pleasing screen usage, such as a seamless switcher for smooth transitions between camera and presentations
Lighting requirements will look at:
- how much illumination is needed to ensure the stage/presentation area is well and evenly lit for the audience and the camera to see
- what lighting effects can be added to enhance the presentation or the transitions (e.g.: the use of moving lights and gobos in an award show)
- how uplights can be used to dress a room and provide ambiance
Staging requirements would identify:
- the type of stage needed in the selected space to ensure audience members have a clear view of the presenter
- the drape, room dressing and scenic elements used to enhance the space
- venue elements such as signage, stanchions and special carpeting
Labor requirements would break down into elements such as:
- the operators needed for each plenary and breakout space
- the setup and tear-down required to execute the event in the allotted time
- access to a dedicated project manager for the duration of the project (pre- to post-event)
- editing of any video footage for archival or video-on-demand
By ensuring that all these elements are covered in the most practical fashion, your AV partner will be able to provide you with a detailed quote that is best suited for your particular event.
Package Pricing
As a result of executing a significant number of events, your AV partner will have thoughtfully put together packages of equipment and the appropriate staffing so that all of the necessary elements for a particular job are covered. These packages are often flexible, expandable, and able to accommodate some additions if the event scope grows closer to the event date. These packages are comprehensive and priced competitively, offering better value for money than a la carte pricing, due to how some equipment, crew requirements and transportation options are packaged. Once the technology requirements are identified, the AV partner will provide you with the right mix of packages that complement each other in the best way for your event. While the a la carte option will always be available for addition, the use of packages provides both you and the AV partner the necessary flexibility to assemble the most suitable budget.
Providing Revenue-Generating Opportunities
Through the use of packages, your AV partner could provide options for additional revenue generation if your event and organization desire it. This could be using elements such as:
- signage monitors that could hold paid-placement sponsorship logos and material
- a live stream for additional revenue for a ticketed event
- saleable recording archives, especially for accredited presentations
- setting up decor elements that could hold sponsorship signage (through print material, gobo projection or video)
These elements could serve as budget offsets, allowing the AV spend for this portion to be an investment item in the overall event scope. Through your AV partnership, a complicated and often stressful equipment order process can be transformed into a detailed and well-designed budget that best serves your event’s needs, while allowing your AV partner to service it with the most suitable equipment and labor.
