In the outbreak of planning an event, planners often overlook the expertise of event technicians. Remember these guys handle everything from AV to staging to lighting even those odd audience interactions. You need to know that these techs should be a golden resource even before the event starts. Often the technicians are hired to push through the event in a short time from testing, on-site to operating the event and braking down. As we all know, planning ahead trumps all else when it comes to any occasion but for future references, include some of these ways to include your technician in planning your functions.
SHARE EVERY PIECE OF INFORMATION YOU CAN:
Schedules, contact information, videos, PowerPoints’, music…. I repeat every piece of available information. Just think that this way, you never have to rely on just one single copy of anything.
Communication will then be the stepping stone to the adventure we are about to embark on. Just a thought: Think about CC’ing either the technician or the AV Company in the planning process. This will strictly serve as a paper/email trail to help inform them about what changes and why. Here at Hometown Productions, we provide our contact details to everyone involved as a show of good faith that we want you to succeed.
ASK THEM QUESTIONS ABOUT THE EVENT VENUE AND SIMILAR EVENTS THEY’VE PRODUCED.
Our technicians operate AV experience at diverse venues regularly. Perhaps it is your first time at a venue or you are a regular but some technician might operate from there daily. Meaning, involving them more in the planning process taps into a perspective that can help you make your event superb.
Ask what they think of your ideas, if they have any that might work or about their favourite events they produced at that specific venue. This knowledge is the power to exceed expectations.
Another thought: AV techs love playing with new toys. If it is something different you are looking for at a venue, remember it’s possible with a little bit of planning. Livestreaming? Audience polling? Hometown is always looking for the unique challenge.
INTRODUCE EVERYONE INVOLVED AND RUN THEM THROUGH THE ITINERARY
From experience I can tell you, things can get crazy on the day of an event. Just note that something as simple as making sure the crew has been introduce to a performer or presenter before they go on stage can make a huge amount of difference.
The days leading up to the event, have a proper written itinerary with the names and information of all presenters and participants along with their presentation time-frames. Make then sure the crew and everyone who is involved, has a copy. Then, run them through the itinerary and introduce them to everyone involved.
MAKE SURE EVERYONE KNOWS THAT “EARLY IS ON TIME”
We really do want to help you with any and all last-minute changes. But with that said and no-matter just how much we want to, sometimes we just can’t.
Our technicians are always on the scene at least a couple of hours before anyone else. That time can be used to discuss changes and offer the technicians expertise to your presenters and performers. That is why we feel it’s always better to have a run through with everyone just before so we still have time to implement any changes made.
We are all in the hospitality business. All event professionals are employed at the whims of their clients and their client’s guest. So if we, as the AV Companies, can work together with the planners, a single day turns into an eventful memory.
Keep well.
Dylan