Depending on the needs of internal or external clients, your event may require working with any number of vendors to achieve your goals. But when does a vendor become more like a partner? Is there a point where your contact becomes more valuable to you than just a point of transaction? Of course, the answer to this question varies depending on how critical that service is to the success of the event, and also on how confident you are with that particular aspect as well. However, technology is repeatedly developing and requires dedicated attention to stay as cost-effective as possible without sacrificing on best practices. As AV production specialists, Future’s Past Events needs to find the best ways to deliver your message to a live audience. And since audio visual is usually one of the top three costs for any event, it is our responsibility as an event planner to extract as much value from it as possible.

If you are looking for an AV production provider should know the following things:

The best way to start this type of conversation is to decide what an ideal partnership with an AV production team looks like. To do so, we’ve spoken to several of our long-term clients to hear from them what they value most in the relationship as part of our annual training program. What we noticed was that each of their answers certainly differed, but that there were three common threads.

– Performance: It all has to be right. You have to know that you cant have a partnership if your AV production team doesn’t deliver. It could be due to systematic flaws, poor planning or communication, or just an inclination towards costly mistakes – the ability to deliver a quality service that meets your expectations is really the first pillar of a partnership.

– Consistency/Reliability: It isn’t enough to only provide one good experience. Future’s Past Events as an AV production take it a step further by keeping the same pool of technicians dedicated to working with each group. From that, we’ve learned that familiarity both in point of contact and in the faces our clients see onsite generates confidence that they know what they’re getting.

– Digital creativity: Especially for partners who constantly have to fight “last year syndrome”. In any case, a true AV production like Future’s Past events are always a resource to help revamp an event, offer new ideas on brand activations, or to design and build a unique experience for guests.

  • Reducing Costs

Another point that you should have to know is seeing your AV production provider as a partner, which also offers cost benefits as well. Think of it as a strategic relationship on one of your highest annual costs. When the transaction calendar-plan is only one event, pricing can only reflect that one instance and any situational costs incurred by the AV production provider may be factored in. If you’re looking at it as multiple events – perhaps there are others in the year you know you’ll need audiovisual for – then there may be opportunities for a more favorable pricing structure. Advanced planning is the best way for us as AV production providers to keep our costs down, and so if we have dates to plan around, we can pass those savings along.

There are also several seasonal factors involved which will help to know. For AV providers commonly, have the spring and fall like the high-volume seasons. During these times, supply is high on both equipment and technical staff, and those costs are driven up. Likewise, in the Summer and Winter, demand is low. Knowing your AV partner’s seasonal trends may help you plan your event budgets accordingly to get the most value for your dollar at any time of year.

It’s also very common that groups will have certain events with much tighter budgets than others. As the relationship between you and your AV partner develops, you may be able to work out a favorable agreement to bring costs down on those events, leveraging your full calendar of events. Each situation will be slightly different, but if you don’t think to develop that relationship, you won’t see the advantages.

You have to know that a perfect partner for your next event is the Future’s Past Events. We always provide and offer different ways and methods to do your event very specifically. Call us or write us an email to book your event on Future’s Past Events.