AV needs are usually left until late in planning and only realized when someone asks about screens and microphones. Most of the time, the answer is nothing. With the exception of small seminars, it’s better to look for AV hire options rather than expecting the venue’s kit will work.
When to Hire an AV Company
As a general rule, the AV equipment that the venue provides is good enough for small meetings and likely seminars. Things get complicated if your event includes more than one speaker, video content, or is even going to be streamed. Also, if you’re dealing with more than one room, the venue’s AV won’t work for all the rooms. Product launches need more than the standard equipment because product launches are all about the visuals.
AV Costs and Price Drivers
The cost of AV hire London is pushed by the need for scaled AV equipment and the size of the venue. Most of the time, sound is underestimated. AV suppliers should step in if room acoustics are a concern, as sound is likely to be an issue. AV packages shouldn’t differ greatly for basic equipment, but lighting adds a large variance to costs for product launches and award ceremonies.
When thinking about livestreaming or recording your event, keep in mind that those services will be offered as a separate AV package. You will need to ask for them specifically.
Using the venues AV vs your own AV supplier
Some venues in London, specifically the large purpose-built conference venues, have really good AV in-house teams. Some have the basics that may be able to support some basic AV, but will likely not support anything beyond basic meeting AV. Do not assume because AV is included it is everything you need. You will be better off asking the venues what exactly is in place for in-house AV.
Using your own AV supplier has a lot more quality and control, but a lot of venues do not allow outside AV suppliers, or they will charge to allow you to use them.
How far in advance you have to book
When you are looking to do more than basic meeting AV, you have to book your AV supplier more than 3 weeks in advance. In London, you may have to book them much earlier because AV suppliers are booked out during the busy fall conference season. They are booked the same way venues are.
A few questions worth asking before booking
- Will it be problematic if we hire our own AV, and would we incur a cost for that?
- If we say we “partner” in Audio Visual, what does that actually mean? Can you provide detail on what that will include?
- How are the acoustics in the room? What is that based on?
- Will we incur any expenses to live stream or record the event? Is that included?
- Is there a plan for if something does malfunction? Will there be someone there that is able to manage any issue that occurs in the moment?
Having good AV is one of those things that no one realizes is good, but if it is bad, everyone will. It will always be better to plan for that in advance and partner more consciously to make sure it is done correctly than to leave it AV. How it is realized is by the venue.
