If you missed Global Meetings Industry Day presented by Meeting Professionals International (MPI), have no fear, we did the heavy lifting for you! Some of the most asked questions by event planners were answered by experts in the audio/visual production field. Get ready to uncover the secrets to crafting a collaborative journey with your AV partner that will leave you stress-free and your attendees buzzing with excitement!

What Should Be in an RFP? What Should a Planner Ask Up Front?

When drafting your Request for Proposal (RFP), arm yourself with the essentials:

Dates: Lock in those crucial dates to ensure availability.
Venue Info: Provide detailed venue information for seamless integration.
Site Survey: A thorough site survey lays the groundwork for flawless execution.
Production Schedule: A good production schedule keeps everyone on track.
Room Names/Specs: Know your spaces inside out for optimal setup.
Previous Event Images: Visual cues help set the production bar and align expectations.

Explaining Your Needs: Making Quoting Easier

Clear communication is key. Articulate your needs upfront to streamline the quoting process. Don’t shy away from detailing your requirements — it’s the roadmap to success!

Navigating Rising Costs: Feeling the Budget Pinch? Fear Not!

Collaboration is Key:

Start by seeking multiple bids for competitive pricing. Let the AV wizards work their magic by quoting to your specs, but don’t stop there! Engage in a conversation to explore possibilities and fine-tune the details. Remember, the devil is in the specifics, and quotes may evolve based on your discussions.

Tap into Expertise:

Leverage the wealth of experience AV companies bring to the table. They’re not just there to set up equipment — they’re your partners in creating impactful experiences. Trust them to recommend cost-effective alternatives without sacrificing quality.

Seek Trusted Partners:

Reach out to vetted AV partners who understand your vision and budget constraints. They’re not just vendors — they’re collaborators dedicated to bringing your event to life. Together, you can find creative solutions to maximize impact while keeping costs in check. For example, LED is great and super trendy, but projection may be just as impactful for a lot less budget.

Load In/Out Logistics: Timing Is Everything

Show Complexity and Technology

Load in/out timelines are as unique as your event itself. The more intricate the show and the tech involved, the more time it might take to set up and tear down. It’s like a finely choreographed dance where every move counts.

Venue Constraints

Ah, the venue — our beloved partner and occasional timekeeper. Sometimes, they throw us curve balls with strict load in/out windows. Flexibility is key, and sometimes, we’ve got to work around their schedule.

Preparation vs. Reality

While we’d love to prep everything in the warehouse and whisk it into place effortlessly, reality bites. Some things just can’t be prepared beforehand, and that’s okay. We’ll adapt and conquer!

Efficiency vs. Bodies

Here’s the scoop: More bodies don’t always mean faster load in/out. It’s not about quantity—it’s about quality. Each member of the team plays a crucial role, and too many cooks can spoil the broth.

Trust the Pros

Your AV provider knows the drill. Trust them to estimate the time they need for setup and teardown. They’ll make every second count to ensure your event shines bright like a diamond.

Staging: Sooner the Better

Early bird gets the worm, right? Staging equipment as soon as possible gives us a head start and ensures a smoother setup process. Plus, it saves us from duking it out with catering for elevator rights — nobody wants that showdown!

Dedicated Outside AV Providers vs. In-House: The Great Debate

Building client relationships is like building a castle of knowledge for AV providers. In-house focuses solely on that event because chances are, they won’t see those clients again if they move locations. With outside providers, you get experienced folks who’ve seen it all in different markets and travel with you. Plus, there’s the added perk of having the same friendly faces at your events. So, with outside AV providers, you don’t have to reinvent the wheel — it’s more like a joyful ride!

Articulating Your Vision: From Vintage Vibes to Cutting-Edge Cool

Bring your vision to life with references! Pictures and videos speak volumes. Share your inspiration to ignite the creativity of your AV company. Collaboration is key for those out-of-the-box solutions. Just remember, a more advanced setup might come with a higher price tag and longer load in/out times. And hey, sometimes, “vintage” is just what the event calls for, so you don’t have to stray away from good ole projection and pipe and drape!

In Conclusion: Let’s Rock Your AV Experience!

There you have it, folks! Armed with these insider tips and tricks, you’re ready to embark on your A/V adventure with confidence and flair. Whether you’re drafting that RFP like a pro, navigating the budget maze, or orchestrating the perfect load in/out ballet, remember — you’re not alone!

Forge strong partnerships with your A/V wizards, communicate your vision loud and clear, and embrace the journey with open arms. From vintage vibes to cutting-edge cool, your event is poised to dazzle and delight. Here’s to stress-free planning, jaw-dropping productions, and unforgettable experiences. Cheers to your next event being the talk of the town!

See how Heroic Productions can help you unleash your creativity, and let’s make some magic happen together, contact us.

Check out some of our proudest productions to spark your imagination for your next big event, visit our website!

Staffing: Working Smarter, Not Harder

While there seems to be a need for more staff, many don’t seem to have the budget or resources to onboard more personnel. Molly C. Marsh, CMP, Director of Education and Events at AMR Management Services states, “Our company has struggled to find, specifically, qualified individuals in the program development side of the industry. Those who work with speakers, planning committees, and do our event marketing have been hard to come by, while our events team that focuses on project management and logistical execution for meetings and conferences has remained very strong.” So, with rising hospitality costs and stagnant budgets, it’s time to get creative. Cue the “not so new” kid on the block, AI! Let’s tap into some “creative efficiency” and lighten the load without breaking the bank.

Inclusivity: It’s About People

When it comes to inclusivity, event professionals are being more aware and intentional. So, how do we shake things up? It’s simple: start with people. Jennifer Lazarz, Events Planner and Tradeshow Manager at Medical Informatics Corp says, “Our industry is poised to make a positive impact by ensuring that we work with each other to have inclusivity in our speakers and presenters event-wide [as well as] diverse representation in thought leadership to drive inclusivity and planning strategy.” Forget the RFP jargon for a sec and focus on fostering an environment where everyone feels seen, heard, and valued. Let’s make inclusivity the heart and soul of our planning strategy!

Wellness: Healthy Events = Happy Attendees

Thomas Counts, Director of Sales at GettinLocal, is preaching the wellness gospel loud and clear. “The meetings themselves should be part of a wellness plan,” he asserts. Imagine kicking off the day with a refreshing yoga session or organizing an afternoon team walking tour around the city hosting your event. These activities not only promote bonding but also contribute to overall health and well-being.

It’s no secret that many corporate meetings start off on the wrong foot with unhealthy breakfasts, followed by equally unhealthy lunches and dinners, topped off with cocktails after a long day of sitting. However, there’s a better way forward. Wellness initiatives like quiet rooms, designated workspaces, and offering healthy food options can help cut through the noise of these bustling events.

Thomas recounts a recent trade show experience where a booth encouraged visitors to unleash their creativity with watercolor. It was a simple yet effective two-minute break that left him feeling refreshed and revitalized.

Molly adds another layer to the discussion, noting, “With continuing education a primary focus for many association meetings and conferences, it is very difficult to get buy-in to take away a breakout room to use for a quiet space, or to have longer breaks to allow participants to decompress between sessions. But those are outdated ways of thinking that we really need to continue to chip away so that we can provide healthier experiences for all.”

Event Pros: Level Up for 2024!

In a nutshell, whether you’re harnessing the power of AI to streamline your operations, championing diversity and inclusivity from the get-go, or adding quiet rooms to your next meeting, change is on the horizon for the events industry. So, let’s roll up our sleeves, get creative, and make 2024 the year of unforgettable events!

Download MPI’s full comprehensive Meetings and Events 2024 report by visiting their website.

To see how Heroic Productions can help you plan your next event, contact us.

To learn about marketing events in 2024, visit our blog.

Month: April 2024

Global Meetings Industry Day: The AV Collaboration Journey