6 WAYS TO SAVE MONEY ON AV
As an event/meeting planner, it can be hard to determine the best way to cut costs without cutting quality. Most companies want your dollar, but you have your bosses to impress and employees to assure; you are likely to feel a lot of stress when searching for the perfect company. Here are a few things to consider when hunting for the AV company that will bring you within your budget and over on “wow-factor.”
Book multiple AV events or lock in multi-year events
Do you have an event that happens every year? Is your event traveling? Why not book the same company at multiple events? A company is more inclined to give you a discount for multiple bookings. Furthermore, having the same company follow you on the road ensures that each event has the same feel; you’ll represent your brand properly. Even if you are booking multiple events in the same city, sticking with a single company can streamline your troubles and create perfect events.
Consider varying service levels
Are you looking to host an event which doesn’t need to be a grand spectacle? Consider dialing down the production. It may seem common sense, but the tendency is to ‘go large’ no matter the occasion. If you have an event with smaller attendance, a smaller venue will make your AV seem more impressive without breaking the bank.
Creative sponsorship
Just because your event represents your business doesn’t mean you can’t have help creating it. Consider partnering with another company/non-profit to share some of the workload. Creative partnerships show that you can play well with others, that you are aware of other industry names/leaders, and it can drastically reduce the cost of your event. Besides, connections are never a bad thing.
Avoid last minute changes
It is important to know what you want before you have your AV company begin setting up. Last minute changes mean that someone has to lug new gear to your event, and the hours that the team has spent setting up gear will be inflated with the take down and set up of new equipment. Booking the same AV company for multiple events can help to negate this; they’ll know exactly what you need and be able to streamline your desires without needing to make any amendments.
What do you want vs need?
The easiest way to go over budget is to exaggerate your needs over your wants. It is important to make a great impression, but if you blow your budget, you’ll shoot yourself in the foot. Every event doesn’t need to be the conference of the century. Invest what you need to into your event and trust your AV company to deliver.
Theme Sparingly
It may be appropriate for your event to have a Game of Thrones theme, but this does not mean that you need to have an exact size and material replica of the Iron Throne. Image is important, but nothing is more critical than your message. Theme is a means of expressing your message; don’t let it muddle what you are trying to say.
