What to Expect When Working With an AV Event Production Company

1. Initial Consultation: Discussing Your Event Goals

The process starts with a consultation. During this stage, the AV company will want to understand the specifics of your event. Here’s what you can expect:

• Understanding Your Vision: The AV team will ask you about the event’s objectives. Are you looking for a sleek corporate presentation? A fun and dynamic event with live performances? A wedding with personalized lighting and video?

• Determining the Scope: The team will discuss your event size, expected audience, venue layout, and timeline.

• Budget Considerations: A reputable AV company will help you determine the right AV solutions within your budget, without compromising quality.

At Alternative Productions, we take the time to listen to your ideas and provide tailored recommendations that align with your goals, ensuring you’re set up for success from the start.

2. Planning & Customization: Tailored Solutions for Your Event

Once the details are established, the real planning begins. This phase is all about creating a technical plan that suits your event’s specific needs.

Expect the AV company to:

• Design a Customized AV Plan: This will include all the elements necessary for your event, including sound, lighting, video, and any special effects or equipment. Every element will be designed to match your event’s scale, ambiance, and technical requirements.

• Provide Equipment Options: You’ll get recommendations on the best equipment to use based on your event’s size and location. The AV company will help you choose the right microphones, projectors, screens, and sound systems.

• Venue Coordination: The team will communicate with the venue to ensure there’s no confusion about power requirements, access for equipment, and space for setup.

At Alternative Productions, we pride ourselves on offering custom solutions for every event, whether it’s a small meeting or a large-scale conference.

3. On-Site Setup: Getting Everything Ready

The setup phase is when the AV team moves into action. This is typically done a few hours (or even the day) before the event to ensure everything is in place and working perfectly.

Here’s what you can expect:

• Equipment Load-In: The AV company will arrive at the venue, unload, and position all equipment based on the earlier plan. This could include speakers, screens, projectors, lighting rigs, and more.

• System Testing: The team will run a series of tests to make sure everything is functioning properly. This includes sound checks, video playback tests, lighting adjustments, and ensuring all devices are synced.

• Rehearsal Time: If possible, a brief rehearsal or walkthrough will be arranged so speakers or performers can test the equipment and make adjustments before the event starts.

At Alternative Productions, we ensure that setup is seamless and stress-free, so you can focus on other aspects of your event while we handle the technical details.

4. Live Event Support: Professional Operation Throughout the Event

During the event, the AV team will be actively involved in ensuring everything runs smoothly. Expect:

• On-Site Technicians: There will always be a technician or two on hand to monitor all systems in real-time. They’ll be there to troubleshoot and solve any issues that may arise.

• Real-Time Adjustments: AV teams are quick to make adjustments as needed—whether it's adjusting sound levels, changing lighting cues, or fixing any technical hiccups.

• Multi-tasking: The team may also manage video feeds, live streaming, or switching between slides, videos, and live speakers, depending on the complexity of your event.

At Alternative Productions, we don’t just set up and leave. We’re there every step of the way, ensuring your event goes smoothly with no technical issues.

5. Post-Event Teardown & Follow-Up

Once the event is over, the AV team will start packing up all the equipment. Here’s what you can expect during the teardown process:

• Safe and Efficient Pack-Up: The AV company will break down the equipment, load it back up, and make sure everything is transported safely.

• Leave No Trace: A professional AV company will leave the venue in the same condition it was found, ensuring no damage is done to the property or equipment.

• Follow-Up: Some companies, like Alternative Productions, will follow up with you after the event to ensure you were satisfied with their services and ask for feedback.

At Alternative Productions, we care about the entire experience, from setup to teardown, and we’re always available for any post-event questions or feedback.

6. Ongoing Support: Your Go-To AV Partner for Future Events

If you plan to host more events in the future, the right AV company will offer ongoing support. They’ll be a reliable partner you can turn to again and again.

Expect:

• Long-Term Relationships: After your event, a trusted AV partner will offer suggestions for future improvements based on your feedback.

• Event Recaps: You may receive a detailed recap, including any lessons learned and how future events can be even better.

• Future Planning: A good AV company will be there to help you plan your next event, offering their expertise from start to finish.

At Alternative Productions, we’re not just a one-time service provider—we’re your long-term AV partner for all your event needs.