Today's guest post is by J Ocana, president, COO, and co-founder of Reaction Audio Visual.
Staying within budget is always a major concern for meeting and event planners. Take event technology, for example. There’s no doubt that having the right technology is critical to any event’s success, and you do not want to cut corners on such an important element. However, you can easily go over budget on the latest and greatest technology—which may or may not be required. Here are three tips to help you stay within your AV budget:
- Find a Turnkey Provider.
Many event planners think that hiring different companies to do different aspects of their AV can save money, but that is seldom the case. When you select a turnkey one-stop-shop, you eliminate extra costs involved in using a different vendor for audio, lighting, scenery, etc. Not only is it usually less expensive, it also gives you one point of contact for planning and dealing with any issues that arise.
- Share Your Financial Goals.
Once you have selected your AV provider, be transparent about what you the financial parameters you need to work within. This gives the AV provider a better understanding of what they could or should recommend. You might think you need a certain type of sound system, but they could recommend switching to something more cost effective that will not noticeably affect your event.
- Use Creative Lighting.
One way to save through AV design is to switch out a few décor pieces for some cool lighting effects. Fixed lighting is relatively inexpensive compared to décor. You can use simple light fixtures to add color for branding or create a mood by uplighting a wall or drape. Also, instead of printing your client’s logos on a banner, which can be expensive, you can use a light with a gobo to project their logos.
Staying within your budget is possible—just plan in advance. Fill your AV company in on your plans and ideas from the very beginning. They can help you select the most effective equipment for your budget and recommend some “wow factors” that you may not have thought of. So keep calm and plan on!
J Ocana is president, COO, and co-founder of Reaction Audio Visual, an international event technology production company. He has been involved in a variety of events from medical meetings to massive trade shows, working with event planners and corporate marketing executives. He also serves as an executive board member for a nationwide nonprofit and other businesses. He has over 25 years of experience in high technology in executive, sales and marketing, and technical management across a broad spectrum of technologies including enterprise software, wireless tech, and event technology. He graduated from the University of Southern California with a degree in Business Marketing and Sales Execution, and an MBA from Pepperdine University. When not working on events, he spends his time with his wife Jennifer and their four children.
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