Planning an event can be a complex and often stressful process, and one area that can either make or break your event is audiovisual (AV) setup. The right AV setup can transform your event, but getting to that point requires clear communication and collaboration with your AV team. One of the most crucial steps is having a collaborative onboarding process and early planning meetings with your event or conference AV company. Not only can this process save you countless hours, but it can also streamline planning, prevent costly mistakes, and ensure that your vision is executed to perfection.

What Does an Audiovisual Onboarding Process Look Like?

An audiovisual onboarding process is not a sales call, but rather a few detailed discussions and in-person meetings (if applicable) where both parties dive into the specifics of your event. This is your chance to go beyond surface-level details and start fleshing out the technical requirements, schedules, goals, and potential challenges. The importance of this process can’t be overstated. It sets the foundation for successful collaboration and ensures that everyone is on the same page.

An onboarding process with Final Focus Productions, for example, may include:

• Site Visits: Our team always walks the location and discusses your event goals to ensure complete alignment. We leave no detail to chance, ensuring every aspect meets your vision.
• LiDAR Visualization: Along with using the traditional floor plans and drawings, we’ve been experimenting with LiDAR.  We capture a 3D, virtual image of your event space, including outlet locations and dimensions, allowing us to pre-visualize and perfect the layout before the big day. 
• 3D Renderings: This is a to-scale, photo-realistic rendering of your event space. Showing how your venue will look before any equipment is moved. The virtual camera can even move through your space to ensure every angle is covered.

The Devil is in the Details

To make the onboarding process more effective, clients can provide detailed diagrams and layouts, such as seating charts, to their AV company. This helps the AV team assess the space and ensure there’s adequate room for equipment like projectors, making adjustments if needed. They can suggest changes to the room layout or recommend a different venue if required. By collaborating on these details, the AV company becomes a partner in simplifying event planning, allowing you to delegate tasks and reduce stress.

A thorough onboarding process also addresses potential issues and clarifies goals upfront. Discussing past AV problems, like poor sound quality, lets the team offer solutions to prevent repeat issues. This is also the time to review schedules, layouts, and equipment needed to ensure a smooth setup. By sharing your event vision—whether it’s creating a specific atmosphere or showcasing your brand—the AV team can align their efforts with your objectives, preventing last-minute surprises and ensuring a seamless event.

Build a Relationship and Trust

The onboarding process isn’t just about logistics; it’s also about building trust and rapport with the AV team. This is your opportunity to assess whether the team is a good fit for your event. How do they communicate? Are they asking insightful questions?

Building this relationship early on is essential, as your AV team will be a critical partner throughout the planning and execution of your conference, seminar, or meeting. A video call adds a personal touch, allowing you to see their reactions and gauge their enthusiasm. This can go a long way in fostering a productive working relationship.

Save Time and Book a Meeting

Relying on long email threads to communicate AV needs often leads to confusion and miscommunication, especially with follow-up questions piling up. Scheduling an initial meeting, preferably via video call or in person, allows for real-time discussion, ensuring all details are covered upfront and reducing the need for endless back-and-forth emails. This approach is especially helpful for complex events with tight schedules and multiple AV requirements

Invest Time Now to Save Later

Taking the time to have an event AV meeting and onboarding process is an investment that pays off in the long run. It saves time, reduces the chance of miscommunication, and ensures that your AV team understands your event inside and out. Most importantly, it gives you peace of mind knowing that you’ve set the stage for a successful collaboration.

So, before you hit “send” on that next email, consider scheduling a meeting with Final Focus Productions. You’ll be glad you did!