Last month we explored some excellent ways your AV company might be able to save you time, hassle and/or money when you share key pieces of information with them. Here are a couple of other items that might help you do the same.
- Room Changes. If you’ve shifted your meeting rooms around for meals, breaks or other gatherings, let your AV team know. While two break-out rooms or sections of a ballroom may seem insignificant, they can drastically alter a room’s needs. Your AV team often will draft highly detailed architectural-quality drawings, and they need to update those drawings if the room changes.
- Example: You realized that you were in need of a larger meal space and found the perfect solution by eliminating one unneeded section of the ballroom. During load-in, your AV provider notices the change and expresses a major concern. They have submitted specific drawings, including all of the rigging for lighting design, audio and projection to the Fire Marshall. They immediately hold a meeting with your CSM to assess the situation. With their knowledge of fire codes and good relationship with the CSM, your Project Manager is able to work with the Fire Marshall to make a few minor changes and prevent any major obstacles to loading in the show!
- Schedule Changes, no matter how small! (Particularly rehearsal and strike timing) This could be a very costly oversight. Whether it’s an adjustment in the availability of the rooms for set and/or strike, or a change in days or times for rehearsals, this is a crucial thing to share.
- Example: Two weeks ago, your CEO realized she’d really be more comfortable arriving a day early and accumulating some extra rehearsal time onstage before the Monday evening Opening General Session. You agree to the idea and make changes to your schedule, assuming this will be easier for all, as the crew will be on-site anyways after load-in. You arrive on-site and inform your Project Manager of the changes. After a brief panicky look crosses his face, he suggests that this could potentially add many thousands of dollars to the budget due to time-and-a-half at union labor rates. After your panic has subsided, he recommends that your CEO simply run through a familiarization rehearsal on Sunday, to become comfortable with the stage and room. She then runs through a tech rehearsal Monday instead, avoiding significant labor charges while still fulfilling her needs.
As you can see, there are some very serious complications that may arise if you don’t share certain information with your AV team. AV often is one of the most significant items in your budget, and one of the most remembered aspects of your event, so you shouldn’t hesitate to let them know of anything that might possibly concern them.