When you’re choosing an AV company for your events, you want to get it right. But how do you tell the difference between a company which says it’s good, and a company which actually is good?

It’s not always as easy as it seems. Here are 5 points to consider.

1.    A good website doesn’t always mean a good AV provider

Web developers and AV technicians may both be geeks, but it’s important to realise there are different kinds of geeks.

A great website means the AV company hired a great web developer. They didn’t do it themselves.

Be wary about those photos of fantastic events and lightshows too. Unless they’re clearly attributed to a specific event where the company managed the AV, how do you know they’re not just stock photos?

By all means, check out the website, but look for the things which matter. Look for experience. Look for happy customers. On the other hand, if the site’s riddled with mistakes, that could mean a lack of attention to detail. (The company didn’t design it, but they did approve it!)

One thing to consider is how quickly they get in touch if you complete an enquiry form. That shows you how responsive they are. It also gives you a chance to assess their communication skills – because you want an AV provider you can communicate with easily.

2.    Asking questions about the brief is a good sign

The best AV companies want to understand the big picture of your event. They can deliver what you ask for – but they’ll also check in advance what you’re trying to achieve, just in case there’s another option which will work better or is more cost-effective.

For example

  • If you want an event or some sessions recorded, what’s the purpose and how are you going to use them? That affects what gets recorded and how.
  • What’s the maximum number of people presenting at any one time?
  • When a room is in use only part of the day for your event, is anyone else using it in other times, or is it available for set up?

Questions like these show the AV company is proactively engaged in how they can ensure the success of your event.

There may also be questions about the venue. If you’re using a known venue, ask whether your prospective AV company has run events there in the past. They may not have – in which case they may want to check the venue out. If you’re converting your company café or lunchroom into a venue, expect the company to want to visit!

3.    Ask about experience, references and time in the events industry

If someone you trust refers an AV company, of course you’re more likely to choose that business. If you don’t have any recommendations, checking out reviews and references is another great option.

It’s a good idea to look at the experience of the individuals as well as the business itself. Sometimes, an AV company is new but the people running it have been in the business for years.

You can even ask to speak to past clients yourself. Listen to the AV provider’s reactions when you ask – that alone can be revealing! Also, think carefully about the questions you want to ask when you speak to past clients. It’s a good idea to let them describe what it was like working with this company – and why they chose them in the first place.

4.    Owning rather than contracting equipment isn’t always a good thing

Some companies will boast that they own all their own equipment – but that’s not necessarily a good thing.

The equipment you need depends on your event. Do you really need the quality of sound system Taylor Swift would demand? Or would you be happy with something which means everyone can hear the presenters clearly?

It’s an extreme example, but the basic point is that different events require different equipment. When a company owns equipment, there may be a gap between what it has and what you need for your event. So you risk getting lower quality equipment, or paying for a higher specification than you need. Hiring equipment for your event specifically, on the other hand, gives less overhead and more flexibility.

As a general rule, only the very largest providers own every item you could possibly need. Others will use a mix of owned equipment and hired equipment. As long as you get the quality you need, with the expertise to set it up and use it, the ownership is irrelevant.

5.    Bigger is not always better

Big companies can be great. They have more resources. They may have more experience, more buying power, more backup options. On the down side:

  • Sometimes you end up dealing with an employee rather than an owner. The level of care may be lower.
  • With bigger teams, there’s often more complex communication and more opportunity for misunderstanding.
  • Overhead costs tend to be higher in larger organisations, which may reflect in prices.

There are pros and cons of both big and small suppliers. Weigh those up rather than rushing to a decision.

6.    Do you need cutting edge creativity?

Many of the bigger event organisers and event AV providers will design all aspects of the show for you. If you’re looking for a spectacular event with amazing effects, that’s great. If not, make sure you don’t pay extra for something you don’t need.

When it comes to a standard business event such as a conference or a town hall, the key priorities are usually making sure everyone can see and hear clearly, along with all slides appearing in the right sequence. Attention to detail which ensures issues don’t arise – and resourcefulness to resolve them if they do – are more important in choosing the AV company for an event of this type.

Choosing an AV provider wisely

You may have noticed that none of these points is directly about cost. Naturally, cost is important, but it’s far from the only consideration. You need an AV provider who’s reliable, easy to communicate with, and ensures your event runs to plan. You may or may not need one who designs spectacular AV effects too.

The best way to choose the right provider is by making sure you know what’s important to you. Have an actual conversation with each potential supplier, listen to what they have to say, but don’t be overpersuaded. If you have doubts, trust your gut! And always come back to whether they meet your needs and whether you want to work with them.