When it comes to event planning, many things are cut and dried—pay a set amount for the venue, pay per plate for catering, and so on. But when it comes to event production, things can be a bit trickier because you may not understand all the intricacies (or the lingo) pertaining to the audiovisual world. So, what should you expect to see on your AV quote, and what questions should you consider asking? We break it down below.
Common Categories on an Audiovisual Quote
As an event planner, you’re likely to request quotes from various event production companies in order to get the best deal or find the right partner. The challenge is that upon receipt, they may all be very different. However, there are a few common categories most quotes should have in common.
- Audio
This encompasses all sound-related items, including microphones, lavaliers, speakers, amps, and the all-important sound mixer.
- Video
This encompasses all things related to visuals, such as projection equipment, cameras, switchers, LED walls, video camera, and TV monitors.
- Audio Visual Support
As the category name implies, this is all the supporting A/V equipment and materials, such as laptops, clickers, speaker times, whiteboards, and flip charts.
- Lighting
This should list the type of lighting chosen for the event (spotlights, moving lights, gobos, lekos, etc.) and will generally include power distribution.
- Labor
Unless the company you choose is completely hands-off (not something we recommend), costs for a production manager, technical director, audio video engineer, set-up crew, on-site support during the event, and more should be among those included.
- Staging
Unless the venue supplies some or all of the following (and even if they do, it may of low quality), this category includes stage buildouts and carpentry, carpeting, pipes and drapes, podiums, curtains, and backdrops.
- Miscellaneous
There are always added costs that aren’t included within the major categories above. This may include out-of-pocket expenses your event production specialist might incur, such as packing, shipping, travel, lodging, and cables and consumables (hard drives, memory cards, batteries, and tape).
Things to Consider on an AV Quote
You may have many questions when receiving a quote, and a reputable company will be more than willing to answer. However, here are a few factors to always consider.
- Length of event
If your event spans multiple days, you may want to ask if you’re being charged a daily rate. Generally, event production companies will provide a weekly rate or some form of discount for multi-day events.
- Equipment differences
Assuming you accept quotes from multiple production companies, don’t hesitate to ask one to explain the difference in equipment and costs compared to other quotes.
- Staff capabilities
While labor costs are generally factored into most quotes, it’s important to understand what it entails: how experienced are the technicians? Will the equipment operators be present or briefed during setup? And how on-hands will they be during the event?
- Power needs
Some event production companies may plan to use existing outlets provided by the venue to power up. That can work for smaller events, but for larger affairs, an additional power supply and power distribution method may be necessary; you’ll want to be sure the company you’ve chosen can accommodate this.
- Rider requirements
A rider is a list of demands that talent or speakers may impose in return for their performance (hiring Mariah Carey? Better have 20 white kittens and 100 white doves on hand). While most riders are fairly simple, it’s important to think about the style of the talent and consider things they may not have, for example, if they use their hands a lot, a lavalier may be better than a mic; and if they’re dynamic but forgetful, a teleprompter may be a good idea. You’ll want to be sure your event production company can handle it all.
- Content format
Whether the event production company is providing the laptop that will run the presentation or you’re using your own equipment, it’s important to know whether it will be projected in high definition or standard definition, as well as the size of the screens. You’ll also want to know whether they use a Mac with Keynote or a PC with PowerPoint.
One Way Is Ready to Help
Quotes can be confusing, and a reputable event production company will never hesitate to explain just what goes into them, even for the most experiential events. If you’re looking for an event production company that provides honest and fair quotes, talk with the experts at One Way. We’ve hosted everything from small corporate affairs to the biggest tradeshows and festivals, and we’re always transparent with open lines of communication when it comes to quoting. Contact us today for your next event!
