Donald Guzauckas Jr. is vice president of HB Live, Inc. With 30 years of expertise in the A/V industry, Guzauckas provides leadership and solution-oriented results for his team and clients. With 35 team members, he has built a forward-thinking culture focused on creative solutions for live event production. Since 2007, he has held a leadership role on the board of the Rental and Staging Network, 26 of the finest live-event staging companies from across North America.

As live events return amid the COVID-19 pandemic in the coming months, they will require a variety of modifications from planners, venues and audiovisual (A/V) providers. Hybrid meetings — blending both in-person and virtual components — will be the new norm for quite some time. Resources will be stretched as planners navigate the new event landscape and respond to ever-changing protocols.

For planners, maximizing budget is always important, but amid the pandemic, it is critical. Budgets will continue to be impacted for months. Events will need to be well planned and seamlessly executed because the attendee experience will matter more than ever.

“One of the best ways planners can extend their budget is to involve their A/V provider early in the planning phase,” says Larry Blocker, vice president and general manager of Media Stage, which is a member of the Rental and Staging Network (RSN). “That simple, yet important step allows the A/V team to make equipment recommendations that maximize event spend. It also ensures plenty of time to collaborate with the venue to identify efficient and cost-effective audiovisual solutions that will work within a space.”

For face-to-face events, capacity limits will be lowered, seating arrangements will be adjusted and physical touchpoints will be minimized. “There will be sophisticated virtual attendee participation options and the addition of smaller satellite events to accompany larger gatherings,” says Chris Gerhart, president of Crescent Event Productions, which is also a member of RSN. The option for attendees to join virtually will be an expectation as in-person events return. “Planners will need to consider budgeting for livestream services and virtual platforms, in addition to their typical and anticipated A/V costs,” Gerhart added.

During the planning, it will be critical to consider how the in-room experience can be relayed to attendees at home. Experienced A/V professionals know how to use technology and production techniques to broadcast an event in ways that engage and resonate with the audience. Additionally, they can suggest alternative ways to put remote attendees “on stage” for live discussion during Q&A segments. The good news: There are always ways to trim event costs — managing spend does not mean you have to cut branding or sacrifice visual appeal.

Here are six ways to maximize A/V spend:

Tip #1: Get a bid from the in-house A/V provider, and at least one off-site A/V partner. Many hotels and convention centers contract one or more A/V vendors. In turn, the contracted vendors pay a percentage of their revenue to the venue as a commission for the business. It is worth the effort to review more than one option.

Tip #2: Communicate with presenters early. Do they have special media, projection or audio requirements? Will they play videos as part of their presentation? Sharing their needs upfront with your A/V partner can lead to creative solutions and will avoid costly, last minute changes or add-ons.

Tip #3: Maximize use of your general session room and A/V equipment by holding various event functions in one space. Consider hosting shorter breakout sessions in one or two main rooms to reduce the number of spaces that require A/V. By planning ahead, you can work with your A/V team to transform the room throughout the event, which will allow you to use the same A/V equipment for multiple sessions.

Incorporate an LED wall to do double-duty — use it on the stage as an adaptable scenic element and to display sponsor logos.

Tip #4: From a design perspective, make your event branding and signage a part of the on-site event and the online broadcast. Graphics can be incorporated into the virtual platform, extended to in-room projection and made part of digital signage or wayfinding. Many independent A/V producers now offer video production and graphics, which is another way to get excellent value from one partner.

Tip #5: Lighting will be more important than ever to broadcast your event to your at-home audience. Independent A/V partners can offer options that reduce in-room rigging fees and dynamic lighting design that extends through the screen to the hybrid attendee. Remember, lighting can easily transform a room  at the flick of a switch. In fact, color-changing LED uplighting on gray drapes can alter the look, and feel, of a room and event by adding a burst of eye-popping color.

Tip #6: Negotiate your internet rates early and focus on the network required to connect your meeting broadcast to the internet. While internet for on-site attendees is always a consideration, that circuit for the A/V production team is critical to success. Asking that the circuit for the production team be included in your contract is not out of line.

Tip #7: If there is a virtual component to your event and you are using a studio space for capturing pre-recorded content, carefully plan the shoot by creating a detailed schedule to maximize the hours that are booked. That will help you avoid overtime charges and minimize editing costs.

Independent A/V partners have used the pandemic to reinvent their businesses and services, investing in equipment and technology that improves the hybrid meeting experience. Working with partners who have these various technological services under one roof is always a better value than picking and choosing companies with venue-centric productions and then working to streamline them together.

“Amid the new normal, planners have to be confident in their team and trust that they are invested in the success of an event,” says Steve Wildemann, president of Advanced Staging Productions, which is also a member of RSN. “A good A/V provider is helpful and proactive, anticipating your technical needs before you know what you need.”

Now more than ever, you need an A/V partner who is an extension of your team and can help you manage your A/V spend in an effective and helpful manner. | AC&F |