How not to miss in an corporate event?
The first step is to rent the audio-visual equipment, and proper and make a detailed inventory of the technical needs of your corporate event. As producers of technical events in Spain, you'll want to hire an experienced partner as BCN 360 ° at the beginning of the planning process to perform this evaluation.
The key questions to answer include:
- What is the size and distribution of the place?
- How many attendees are expected?
- What types of presentations and content should be displayed?
- Do you require feeds for broadcast or live streaming?
- What audio inputs and amplification will need speakers/talent?
- What is sought lighting or audio-visual effects special?
If you analyze carefully the requirements, you can ensure the following:
- Video equipment (screens, projectors, cameras)
- Audio equipment (speakers, mixers, microphones)
- Lighting equipment (attenuation, atmosphere, effects)
- Transmission equipment (switches, encoders)
- Computers, control surfaces, and gear.
Do not make assumptions about the equipment that you will need based on past events. Work in close collaboration with its audio-visual equipment to design the optimal settings tailored to the specific objectives of your event.
Research companies specialized in corporate events
With a scope clear of your technical requirements, you can begin to evaluate potential rental companies in the audio-visual event production in Spain. The ideal would be to investigate some providers that specialize in events similar to yours.
The key criteria to evaluate include:
- Variety of inventory of equipment and access to the latest equipment.
- Technical expertise and credentials industrial staff.
- Processes of reliability and quality assurance.
- Registration service and customer testimonials.
- Availability on the dates of your event.
Do not choose simply the cheapest option or the name most familiar. Examine the capabilities of each audiovisual company to make sure they have the equipment, personnel and experience to execute a technical production of events impeccable.
Get quotes and negotiate
Taking into account its major rental companies, provide them with a detailed list of the equipment and services necessary for them to prepare proposals and prices. Be very specific about the computer models, the quantities needed, the labor for the installation/power-on and any requirement customized.
Compare the budgets in detail, paying attention to:
- Rental costs of individual computers.
- Packages and discounts.
- Fees of labor and transportation.
- Insurance coverage.
- Calendars and conditions of payment.
Negotiate whenever possible to get best rates for you, especially if you book well in advance or can commit to an agreement for multiple events. But avoid to reduce costs by sacrificing redundancy: always have back-up plans for failures of critical equipment.
Project management for corporate event
One aspect that is often overlooked in the rental of audiovisual is the proper planning of the loading schedules, setup, and use. Even the best equipment will have a lower performance if the production team of the event is just the time to install it.
Some key questions that you should check with your rental company of AV include:
- How much space bus/truck is required to transport?
- How many docks and lifts of load and output are accessible?
- What are the hours of installation allowed at the venue?
- How much time is required for the testing of the equipment?
- How much technical staff job will bring?
Create ample reserves in their schedules and obtain the approval of the location for extended hours if necessary. Identify possible obstacles (for example, single point of entry) and be prepared alternatives.
Check everything before your corporate event
Do not wait until the time of the spectacle to begin to configure and test your audio systems rental. Whenever possible, you rent in a longer cycle to allow adequate time for the system configuration and the patches with the equipment audio-visual production of the event.
Test each piece of equipment completely:
- Turn on all the components of video, audio, and lighting.
- Connect and test all of the sections of cable.
- Run tests to ensure that the content to be played without problems.
- Check the microphone levels and audio.
- Integrate with computers of contents.
- Test backups of energy (generators, batteries, etc).
To detect any problem with the computer's performance, compatibility, or user error before it is posted to your event. Being at the site also allows your team to adapt to the space of the place and coordinate with other providers.
Prioritize the support location
Even with the planning, and the more extensive testing, yet problems may arise with computers and audio-visual systems rental. That is why it is absolutely crucial to have experts on-site technicians to monitor and respond to the needs.
The AV rental companies with experience providing support on the site with their own employees, not with hired labour. These specialists should be:
- Highly trained in the specific computer that is used.
- Able to diagnose and quickly resolve any technical problem.
- Prepare contingencies for components failed.
- Coordinate with the venue staff and other vendor equipment.
- Provide real-time reporting to the producers of the event.
In addition, they must incorporate redundancy of equipment support and spare parts that are critical to further minimize the risk of downtime.
Not happy with commercial teams with autonomous operation. In high-risk events, the costs of having technical specialists in the site is an investment essential for your peace of mind.
To carefully evaluate your production needs, research providers, to plan every detail of logistics and prioritize technical support at your site, you can rent audio-visual equipment perfect and avoid headaches.
BCN 360º offers technical services, production of corporate event from start to finish, including the rental of audiovisual equipment, backed by over 15 years of experience in Spain. I call for a free consultation to begin planning your next event flawless!
