Managed incorrectly, finding an external AV supplier and the process of requesting a quote could be a long drawn out and painful experience, but it needn’t be this way. Here are 5 simple steps to follow when requesting an AV quote…
1. Face to Face Meetings
Relying on email communications can be a time-consuming process when trying to acquire a detailed and accurate quote from AV suppliers. Save time and consider setting up a face-to-face meeting, or if geographical barriers make this difficult try utilising conferencing software.
Having real time conversations where event planners and audio visual professionals are in attendance together can help to thrash out the details of your event there and then. This can help save time going back and forth on email questions – which can be really frustrating for everyone involved.
Kick-off meetings can help get the AV team on-board with what you want your event to achieve; allowing them to create a quote from an informed position and reducing the likelihood of fundamental information getting lost in translation, which could cause delays in receiving a quote that is reflective of your audio visual requirements.
2. Dial up on Detail
Engaging potential AV suppliers at the right time in the planning process is vital. Setting up a meeting where you have no details to share will inevitably be a waste of time on both sides. Creating an event brief to share and discuss with the AV team during your initial meeting with them can help establish a framework in which to flesh out further details.
Sharing the venue that you have booked for your event or the venue options that are being considered can also provide an important insight for the AV team looking to quote for the work. From this information they can gauge the scale of the event and consider the logistical aspects.
Tip: Once you’ve secured an AV partner it is always advisable to carry out a walk-through of the venue, which many reputable audio visual companies will be happy to do.
Whilst there is no expectation of having a full event plan nailed down at the start of the planning process, having a robust brief and identifying budget parameters can cut out the likelihood of changes having to be made to the AV specification later-on. Armed with the detail at the outset, an audio visual quote can be compiled with a clearer picture of what AV elements and equipment will be needed to achieve your event vision.
3. Find Your Show-flow
My what? Your show-flow: this is essentially a road map of your event audio-visual from start to finish. Providing an outline of your event schedule before quote submission will assist the AV professionals working on your project to pull together a first draft of your show-flow, which will give them the best opportunity to cover off what will be needed to execute your event and create the show-stopping impact you’re after. Again, it boils down to sharing detail to get the most precise quote possible.
4. Content and Layout
Establishing the kind of content your event will require can also help stream-line the AV quoting process. It may be something that hasn’t been pinned down at the time you start to procure an audio visual supplier, but having an early concept to build upon will illuminate the ideas that you have for your event and the AV support that will be needed to implement them; all of which can be taken into account when putting your quote together.
Tip: Some audio visual specialists will also offer event content creation services that you may want to consider including into your overall quotation.
The nature of your event will influence the layout you require, perhaps you will need more than one layout throughout the course of the day, or maybe you’ll need multiple layouts for different areas of your event venue. Whatever your layout preferences, talk them through with the AV team quoting so they can incorporate the provisions needed to make your plans a reality.
5. Price Comparison
High quality audio visual doesn’t come cheap and can be a relatively expensive service, but it’s a must to deploy, to create a unique and exceptional event experience for your audience.
Remember, that when you finally come to review the quote(s) from your AV prospect(s) that a price isn’t necessarily reflective of the quality and service you will receive. Take time to go through your quote(s) line by line. Don’t be afraid to reach out to your AV contact(s) and ask them to walk you through the quote they’ve provided – cutting through all of the AV jargon will help you form a true understanding of what you are getting for your money.
If you put out a tender for multiple AV quotes, then the procedure of acquiring a quote can highlight which AV team best understands your event audio visual requirements and can also shine a light on their client management skills. Select an AV supplier that you can form a strong partnership with and that you trust to deliver an audio visual service that will help you get the most from your AV budget.
Requesting an AV quote is an important step in your event planning process. Finding ways to simplify the quotation request process is essential and will allow you to effectively and efficiently make the right selection based on the audio visual company that is best suited to your event needs and budget. An expert AV company will confidently guide you through the quotation process and submit a quote for your consideration against your stipulated deadlines.
With over 20 years’ in the industry, X3 Solutions have worked with clients across different industry sectors to provide first-class AV solutions for live events and conferences. Give us a call on +44(0)1252 519303 or email info@x3solutions.co.uk to find out how we can elevate your event to the next level.
