Key Details to Share with Your Audio-Visual Partners About Your Event Space

Key Details to Share with Your Audio-Visual Partners About Your Event Space
(The Signature CEO Conference – Perfect Planning Events – Breasia Productions)

 

Audio-visual is one of the most essential elements of event production.  With the combination of lighting, sound, and special effects, each component infuses life to your event.  Partnering with the right audio-visual company will enhance your audiences engagement for a longer period-of- time by heightening the awareness of their sight and hearing.  This longer period-of-time is your audience’s ability to recall their experience and your brand image.

We reached out to our partners at BREASIA PRODUCTIONS and asked the question, What do you (Breasia Productions) need to know about an event space prior to providing services (without seeing the space)?”

(The Signature CEO Conference – Perfect Planning Events – Breasia Productions)

(BREASIA’S RESPONSE)

Most event planners want the best event for their Clients and they are certain to have the production company walk-through the facility during the first or second visit. A solid production company will have an expert on hand to help the event planner see things that he/she would not normally see. A venue walk-through is imperative.

In the rare occasion that the organizer or planner is unable to have the production company visit the facility, we would need to know the following:

  • What is the size of the facility?
  • Is setup the day before the event an option?
  • How many people are expected to be in attendance the day of the event?
  • What is the height of the ceiling(s)?
  • What is the distance from the stage to the rear of the room?
  • What is the size and height of the stage?
  • How much power is being provided by the venue?
  • What is the electrical amperage for the room?
  • Where are the power outlets located in the event room(s)?
  • Are power receptacles 15 or 20 amps of power?
  • What color is the room?
  • What is the earliest time we can enter the venue to setup?
  • Where can the production company park its vehicle(s) at no charge?
  • Will lunch/dinner be provided for the production staff?
  • Who is the contact person for the venue/building?
  • Does the venue have a house engineer?
  • What is the best phone number or email to reach venue staff?
(Photo Courtesy of Breasia Productions)

 (BREASIA’S FINAL ADVICE)

Communication is paramount. The production company is the backbone of your show. They are there to support all production aspects of the event. The production lead on-site should be aware of any changes related to the Client’s event. In addition, the planner should not have any surprises and thus proper and effective communication with the production company pre-show, during show, and post-show is very important to ensure a smooth and successful event with minimal mishaps.

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