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CRITICAL INFORMATION
Here are four pieces of information that you must be sure to share with your audiovisual contractor.By Scott Reagles
You know that phrase “perception is reality”? Well, if your perception is that your AV company knows all they need to know for your event you could be in for a brutal dose of reality. Events that run smoothly and effectively are largely due to an abundance of information from the client. With a little up front information you can save a world of headache later down the line.
1. Who’s the Boss?
Knowing who the players are and aren’t is a detail that is usually overlooked. On many occasions on show site I have been approached by someone who seems important, who talks authoritatively, and says they want this or that, only to find out they are a relative of someone from a regional office that has nothing to do with the event. Then there are the people in charge.
There’s the client, the client’s boss, the meeting planner, production managers, convention services managers, banquet managers, presenters, the worship leader, all wanting things from louder sound to more air conditioning in the room. When there is confusion about who has the final say over what, there is inevitable conflict and frustration. So take the time to figure what the pecking order is. Also include the contacts of the other companies and vendors involved in the event. It may seem trivial. But your AV guy just may need to know when your caterer is going to be on the loading dock, or when banquet set-up is dropping chairs in the room.
2. Presenters and Talent Requirements
What needs to happen on stage is of utmost importance to AV guys. It may sound easy enough to say there will be a worship band. But that could be two guys singing and playing guitar, or it could include a drum set, horns, piano, and strings, and more. Many talent acts even have riders for their contracts. Your AV company must have these details before their truck leaves the shop for your event. Even a single presenter may want to run his own PowerPoint from the stage and have a wireless mic. Those details are only easily handled if known in advance.
3. Facility Rules
We loaded into a ballroom a few years ago and were well into setting up when the convention services manager stormed in all upset that we hadn’t put plastic on the carpet. “Well, we didn’t know that!” “Well, your meeting planner did!” was the response. The end result: We had to pull everything out of the room, cover the floor, and then start over. This did not come free to the client, by the way. Many facilities now have requirements as detailed as not even leaning anything on the walls to strict rigging requirements that must be observed. Make sure you ask what they are and that you pass that information along to your AV contractor.
4. Scheduling for Success
Scheduling is not just about the event dates and the session times. It is coordinating times on the loading dock with other vendors, knowing when presenters are scheduled for a run-through, and yes I’m going to say it—everyone needs to know when meal breaks are scheduled. Your AV company needs to know all scheduling for the room they are set up in, including when the room is available and when it needs to be empty. This is critical to avoid extra labor charges and penalties that can apply. p
Scott Reagles, a production manager and video director for IPG (Initial Production Group), has focused on bridging the gap between clients and technology. You can reach him at scott@initial
pro.com. IPG is a full-service production company that has been serving the religious market for over 20 years. Visit their IPG’s website at www.initialpro.com.
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