In Part 1 of our series with Clay McDaniel, Shepard’s Director of AV Technical Production, we explored how AV production can elevate your event by setting the right mood, enhancing engagement, and seamlessly integrating various elements.
In Part 2, we’re delving deeper into the best practices for collaborating with your AV team to ensure your event runs flawlessly. Read on for Clay’s expert advice on building a strong working relationship with your AV team.
1. It’s all about communication
Let’s face it: AV can be intimidating. “A lot of times, customers have an idea in their head, but they don’t know how to express it or the right terminology to use,” Clay says. In this scenario, he encourages customers to just be honest with the AV team.
“Most AV experts will come back and say, ‘Here’s a basic idea, tell me what you like and don’t like,’” he explains. “Think of it the same way you would with an interior designer for your living room. I don’t know how to make a couch, but I know what I like in a couch. You don’t have to know how to program the lights—but you know what you want your lighting to look like when you see it.”
In short: “At the very beginning, communication is what establishes the expectations,” he says.
2. Engage your AV team early in the process
Engage your AV team early and often! Personally, Clay likes to be looped in as early as site selection. “Hotels and other venues will talk to you about capacity all day long, but how does that capacity change when you start putting in stages?” he points out. “Your AV team is going to have your best interest in mind from the very start, and they’ll know what works for your group and what kind of space you really need.”
3. Find a professional to manage your presentations
AV production is often associated with more dramatic elements like lighting and rigging. But Clay points out that working with an expert on something as simple as a speaker presentation can make a huge difference.
“Find someone to manage your presentation or call us and we’ll find one for you!” he suggests. “It’s too easy to have ‘death by PowerPoint,’ with just slide after slide. But most importantly, when you have those inevitable last-minute changes, you’ve got somebody that actually understands the program and AV setup and understands how to make those changes without interrupting the flow.”
4. Schedule time for rehearsals
Don’t underestimate the importance of a tech rehearsal for all presenters, advises Clay. “Put that presenter on stage, let them know what the lighting is going to be like, let them get to know how the remote works,” he says. “As meeting planners and expo folks, we put a lot of effort into trying to make the customer look as beautiful as possible on stage—and the customer puts a lot of effort and possibly money to do that as well. What’s one more hour to make sure your presenter is prepared?”
5. Don’t be scared to share your out-of-the-box ideas
“If you’ve got a crazy idea, ask your AV guy, ask your designers—don’t just say ‘I don’t know that this is possible,’” Clay says. “We’re always ready to take on a new challenge. Do you want me to drive a car down the side of the building? Call me!”
Chances are, he adds, the AV team will take a beat and then come back to you with a way to execute at least part of your concept. “We all became AV experts because we want to knock these projects out of the park, and then sit back and tell war stories about it!”
Ready to collaborate on your next event, meeting, or exhibition? Get in touch!
