AV suppliers are important partners, guiding you through the process and technology to ensure your goals, budget and attendee expectations are met. Here’s how to collaborate for success. Talk things through “We need to know the who, what, where, when, why and how— having that information gives us a better understanding of what you’re trying to accomplish. The more we know, the better we're going to be,” says Melissa Deslauriers, director of client engagement at CCR Solutions in Toronto. “Share which other vendors you’re working with: Is your decor company bringing in a giant ice sculpture? If so, I won’t put hot lights nearby to make it melt—that actually happened at an event,” she says. Garry Hale, owner and president of AVentPro in Winnipeg, wants to know how you’ll gauge the event’s success and how you want people to feel when it’s over. “I want the technology to work for the client as opposed to making the client work with the technology,” he says. “When clients say, ‘I need two projectors and a sound system with table mics,’ we become order takers instead of partners.” Ask the right questions Find out if the supplier has staged similar types of events, and make sure they help you understand the technology, suggests Good to Know B R I G H T I D E A S , N O TA B L E N E W S , C O O L T R E N D S Deslauriers. “We’re really good at sending out jargon-filled quotations but our clients don’t care how many lumens our projectors are; they want to know if it’s bright enough and that people can see and hear,” she explains. Be smart about contract clauses to avoid surprises “Planners get so much paperwork and may not spot any glaring challenges that may come up, including the biggest one—the venue contract,” says Deslauriers. Because most venues have partnerships with official, preferred or exclusive AV suppliers, planners must understand the distinction. “Planners can opt to book official ones, but exclusive means you have to use them or pay a penalty between $2,000 and $10,000 to bring in your own,” explains Deslauriers. Costs beyond equipment rental and labour often sneak into AV and venue contracts, adds Hale. “I have clients showing me last year’s contract for $20,000 but by the time they got out of there, their bill was $30,000,” he says. “I’d rather go in with a worst-case scenario, and then if you need fewer microphones, it’ll cost less, instead of giving a low-ball quote and hammering clients with add-ons.” Many companies add 20% or 30% service fees, or streaming fees on top of Internet charges, warns Deslauriers, → IGNITE YOUR... AUDIO VISUAL CONTRACTING How to work with providers so your event’s technology components run smoothly by Wendy Helfenbaum Spring 2024 | Ignitemag.ca | 9
