Implementing impactful audiovisual solutions requires careful selection of the right AV partner. The av company you choose will be responsible for providing equipment, services, and expertise to bring your vision to life.
Systematic 5 Step Approach When Hiring AV Company
Rushing the hiring process can lead to choosing the wrong provider and lead to issues like subpar execution, escalating costs, and frustration. Follow this systematic 5 step approach when hiring an AV company to ensure you find the ideal partner to meet your needs:
Step 1: Define Your Audiovisual Requirements
The first step is outlining your specific needs and goals for AV. Key details to define include:
Types of events/environments where you’ll implement AV – meetings, conferences, presentations, etc.
Primary applications and goals for AV – driving engagement, smooth presentations, immersive experiences, etc.
Scope of equipment needed – video displays, sound reinforcement, lighting, etc.
Any must-have name brand preferences based on past positive experiences
Ongoing management and support expectations following implementation
Important constraints like budget limits
Growth areas to accommodate future needs
Pain points you aim to solve related to past AV challenges
Documenting these details provides a foundation for identifying providers able to deliver tailored solutions that address your needs.
Step 2: Research Potential AV Partners
With your requirements defined, start identifying providers to evaluate. Cast a wide initial net by:
Searching for AV companies located near you
Getting recommendations from colleagues
Finding vendors of brands you want to use
Checking directories like Cedia.com
Attending industry trade shows to connect with vendors
Focus initial research on factors like services offered, client examples, experience, and certifications. Compile a list of promising candidates for further vetting.
Step 3: Create a Shortlist
Now narrow down the initial list of potential vendors to a shortlist using key criteria:
Services they offer – rental, live event production, design, integration, etc.
Types of clients and environments served
Years in business and depth of experience
Company size and scalability to meet your needs
Core values and culture fit
Online reputation, reviews, and testimonials
Member of trade organizations like AVIXA
You should end up with around 3-5 vendors on your shortlist that merit deeper evaluation.
Step 4: Interview Shortlist Candidates
With your shortlist defined, schedule introductory calls with each company. In a 30-60 minute call you should aim to:
Provide an overview of your organization and AV needs
Get details on their experience with similar clients/projects
Ask about their specific approaches, services, and technologies
Assess cultural fit and communications styles
Gauge their creativity, problem-solving, and flexibility
Answer any questions they have to clarify your needs
Discuss next steps in the consideration process
Note thoroughness of questions asked and how well recommendations seem tailored to your goals. Follow up any unclear or concerning areas.
Step 5: Evaluate Proposals
After initial discussions, move forward with 1-2 vendors to issue formal RFPs outlining your needs. Provide the same project details to each to enable equivalent proposals.
Upon receiving proposals back, compare based on:
How completely the proposal addresses stated requirements
Overall approach and creativity of proposed solutions
Services, features, and technologies included
Equipment brands, quantities, and functionalities
Cost breakdowns and transparency of all charges
Terms and conditions conformity to your expectations
Then verify capabilities and reputation through steps like:
Checking reviews and contacting references
Interviewing key team members that would be assigned to you
Touring existing installations comparable to your plans
Requesting a sample onsite demo or staging
Identify the proposal that wins on both on-paper details and in-person vetting. Proceed to finalize contract details with the top choice partner.
5 Key Tips for Picking the Right AV Partner
Within this hiring process, keep these additional tips in mind:
Prioritize clear, proactive communication Look for consultants that listen, communicate clearly, and proactively inform you. You want a partner, not an order taker.
Seek providers invested in long-term relationships Beware companies looking to make a quick sale versus those focused on earning long-term business through excellence.
Ask how they approach creativity and problem-solving Top providers collaborate to understand your goals and constraints and then creatively solve within them.
Look for evidence of reliability and commitment to quality Consistent positive reviews and processes that ensure flawless execution signal dependability.
Trust your instincts during interactions Technical expertise is crucial, but you’ll work closely together. Ensure your teams connect on a human level.
While not quick, a thorough hiring process is a worthwhile investment. Diligently evaluating audiovisual partners leads to more successful implementations and mutually beneficial long-term relationships. Use this systematic approach tailored to your specific needs to kick off any new AV partnership on the right foot.
Typical Steps in an AV Company's Process
Beyond your hiring process, it also helps to understand a reputable AV company's typical process when engaged for a project. Top providers follow a methodology similar to:
Discovery – Initial consultations occur to deeply understand needs and constraints. Clients provide key details like budgets, timelines, challenges to address, and overall vision.
Proposal – The provider develops a comprehensive proposal outlining recommended AV approaches, equipment, services, pricing, timeframes, and more based on discovery learnings.
Planning – After proposal acceptance, intensive planning finalizes all details like equipment orders, staffing, timelines with milestones, contingencies, and anything else touching implementation.
Implementation – The company executes flawlessly across all phases, from delivery and setup through execution and strike, while proactively communicating with you.
Support – Following implementation, the provider remains available to troubleshoot any issues and answer questions as needed.
Review – Soon after the project, the company seeks your feedback to assess satisfaction and uncover improvement areas for the future.
To deliver maximum value, top AV companies follow a version of this structured, collaborative process. Understanding what to expect removes surprises down the line.
Questions to Ask During Discovery Calls
The discovery phase sets the tone for aligning the AV solution with your goals. Be prepared with questions to ask prospective vendors including:
What experience do you have serving needs similar to ours? Listen for specific examples.
How would you approach solving the challenges we’re facing? Seek tailored, creative responses.
How will you ensure flawless event execution? Look for proven quality control methods.
What are some innovations you’re excited about that could benefit us? The best providers stay on the cutting edge.
What do you need from us to deliver an amazing final product? Experts will guide you on helpful preparation.
How do you like to work with clients throughout projects? Gauge how collaborative and proactive they are.
Thorough discovery conversations separate engaged, strategic partners from vendors just taking orders. Use this stage to build rapport and set your project on the road to success.
Elements to Include in AV Proposals
Well-crafted proposals provide a blueprint for the partnership and final deliverables. They should include details like:
Overview of project goals, scope, constraints, and significant milestones
Itemized recommended AV equipment and technologies with model details
Explanation of how recommendations solve for client needs and constraints
Description of all services provided across phases of the project
Breakdown of any items or services provided by client
Timeframes for equipment delivery, setup, execution, strike, and any other milestones
Bio information on key staff who will work on the project
Clearly defined pricing for all equipment, services, fees, taxes, and contingencies
Legal terms and conditions that will govern the contractual agreement
With a proposal in hand, you can confidently evaluate vendors, clarify any open questions, and ultimately commit to a partner. Use the proposal contents as the foundation for planning and execution.
Optimizing the Ongoing AV Partnership
Beyond the initial hiring process, taking steps to nurture the relationship leads to better long-term outcomes. Have regular check-ins post-implementation to:
Review what went well and areas for improvement
Provide updates on upcoming projects to begin planning
Discuss new needs, challenges, and goals to address
Explore additional solutions and innovations the provider offers
Strategize ways to drive greater value from the partnership
With mutual respect and proactive communication, the client/vendor dynamic evolves into a trusted strategic partnership over time.
Finding an audiovisual partner aligned to your unique needs powers impactful experiences your audiences won’t forget. But it starts with following a proven evaluation and hiring process. Use these steps and tips to kick off your next AV project with the partner primed for success.
Комментарии