3 Things To Look For In Your Next AV Equipment Provider

When planning the perfect live corporate event, virtual meeting, or trade show, it’s hard to overstate the importance of top-notch audio-visual equipment. After all, AV is the driving force behind sound, lighting, streaming, and so much more. Still, AV equipment is only as good as the people who run it, and even the best gear won’t deliver if it’s not set up correctly. That’s why partnering with the right AV equipment provider is crucial. 

Of course, choosing the right AV partner is easier said than done. You have many options when picking an audio-visual partner. Here are a few tips to help you find the right match for your next event.

Make Sure Your AV Equipment Provider Understands The Particulars of Your Chosen Venue

True, you may not be able to find an AV company that’s intimately familiar with the exact restaurant, conference room, or convention center you’ve picked. However, the right AV equipment provider should have a deep working knowledge of the venue type. For example, if you’re planning a hybrid trade show with thousands of attendees worldwide, then an AV provider specializing in intimate dinner meetings is likely not the best choice. 

Don’t fret if your chosen vendor has never worked at the venue before you hire them. A good AV production company can quickly analyze the space and choose the right equipment to optimize your experience. They will also examine the venue’s layout, wiring, and outlet placement to strategize your event’s design. Finally, the best AV partner will be present on the day of your event to ensure that everything runs smoothly.

When studying potential AV partners, we recommend browsing their case studies for events similar to yours in size, nature, and scope. Bonus points if they’ve worked with the actual venue you’ve selected! 

Hiring an AV Equipment Partner vs. Utilizing In-House AV Professionals

In some circumstances, you may have the option to work with an AV company provided by the venue itself. While this might seem a great option, remember to do your research. Contracting with the in-house AV provider at a hotel, for example, is not always the best option. 

To start, let’s address some common misconceptions about in-house vendors. First, some planners believe that these in-house providers keep inventory warehouses within the hotel properties. On the contrary, the equipment provided for events is often brought in from off-site warehouses. It’s also important to note that for these venue-provided companies, the venue is the client, not you! Often they’re working with freelancers to set up and operate multiplied events happening at the venue rather than focusing 100% of their efforts on your event. As a result, you’ll generally experience a higher level of service when you contract your own AV provider, whose sole focus is your event. 

Finally, it’s important to note that audio visual professionals hired by restaurants are often outside contractors who may not know the venue space any better than you or another vendor. Often it’s better to bypass the venue’s in-house AV team in favor of choosing your own. This is especially true if you’re a planner with events across the country in different venues. When you partner with Tallen, you[ll get a dedicated account team who understands your company and needs, whether you plan five events or 500.

Check Their Creative Portfolio Or Ask To See Their Previous Work

Professional AV providers let their work speak for itself. Look for an online gallery of past events or a portfolio of case studies. These tools allow a company to demonstrate its capabilities and creativity. The best way to get a sense of what they can do for your event is to look at their portfolio. If you’re not impressed by an AV company’s portfolio, the odds are good you won’t be satisfied with their work on your event either. 

Some specifics to look for in a portfolio include creativity, versatility, and attention to detail. These criteria indicate that an AV provider can customize an event to suit your specific wants and needs. Still on the fence about a particular AV provider? Consider asking for references specific to your type of event. Not only will this narrow the scope, but it will also give that company a chance to put its best foot forward. 

Specialized Equipment and Innovative Uses of Technology

Last but certainly not least, consider the equipment your potential AV partner uses. It’s worth noting that different AV equipment providers have access to different equipment. And unfortunately, the quality and performance can vary drastically from one provider to another. By having an idea of what equipment you need for audio, video, lighting, and scenic, you can choose a vendor that can deliver what you’re looking for. 

At Tallen, we provide clients with the most advanced technology solutions. We’re committed to incorporating the newest ideas and approaches with the most technologically up-to-date features. As a result, we can create one-of-a-kind live, hybrid, and virtual events. 

Interested In Partnering With Tallen On Your Next Event?

At Tallen, we’re not only your AV equipment provider; we’re your full-service event production partner. Tallen’s team brings value to events worldwide, regardless of the shape, size, or location. From conferences and trade shows with thousands of attendees to virtual corporate meetings and hybrid summits, you can count on us!

Get in touch to learn more about our capabilities, request specific case study examples, or get started on your next event!