Making the Most of In-House AV
Australia boasts a wealth of excellent AV companies, each with unique strengths and capabilities. While some specialise in concerts and theatre, others focus on outdoor events and festivals.
In the business space, most AV companies we interact with are in-house providers for events and celebrations. A great example is the team from MAV at RACV Cape Schanck. My client's recent onsite experience there was exceptional in every way.
Their equipment is not only top-notch and reasonably priced but also backed by outstanding service and support. Having a strong relationship with the AV company or onsite team can provide valuable insights into how the property functions and can be tailored to your group or event.
Our time at RACV Cape Schanck included business sessions, social events, and ample, high-quality food. The warm and friendly country service was evident at every turn, whether setting up for morning tea or updating run sheets at 1.00am. There were always multiple friendly staff members ready to assist.
Staff ratio and availability are critical considerations for any event, especially during a multi-day conference. At RACV Cape Schanck, there was always a happy, smiling, and obliging person ready to assist. When contracting, it's essential to understand who and how many people will be available and dedicated to your event.
In today's environment, it is not unusual for one person to manage 2-3 separate programs on the same day. This can significantly compromise your program, as events and conferences are highly time and resource-sensitive. Ensuring a dedicated and sufficient staff presence is vital for the smooth running of your event.
Key Considerations for AV Planning
Don’t Skimp on AV Crew: Even if you're paying thousands for AV equipment, ensure you have the necessary number of AV crew for your event. Typically, I bring in a Technical Director who provides all show laptops and vision mixing systems.
Plan Microphone and Lighting Setup: Determine how microphones need to be used and set, and consider the complexity of the lighting and vision setup well in advance.
Venue Costs: Be aware that in some venues, up to 40 cents of every AV dollar goes back to the venue. This is not the case at RACV, which can shoulder many of the requirements for a business conference along with the needed AV crew.
Utilise Venue Resources: Always try to use the equipment the venue already has before considering a third-party provider.
Factor in AV Costs: Clients often overlook AV costs when comparing venues and locations. While room, hotel, and food and beverage costs are considered, in-house AV costs can vary between 20–50% per day depending on the venue.
By keeping these considerations in mind when planning, you can ensure a smooth and successful event.
