Have conversations with your AV Team away from your client
Set your AV company up as the knowledgeable ones
We are deferring to them because they are knowledgeable
So what are your thoughts about that
Have the conversations away from the client
What are the AV roles, planner role, client role
It’s different for different clients
Open their eyes, broadening their perspective, help them plan to grow into more the next year
Planting seeds for the future
How do you sell the full scope of your services without stepping on each others toes?
When you work with vendors that have established relationships you have a group of vendors that have a set of capabilities that align. And you have an understanding of the flow.
Knowing the relationships of all the vendors
For example you have
Story – Hired two vendors that both were capable of video and lighting. But each was only hired to do video or lighting. When all the vendors showed up, there was only one lift that they had to share between everyone.
Story: Production meeting – Where we talked about loading dock one being used to unload a truck but the ice truck was using dock one.
Story: Power was maxed out. No one thought about catering hot box power requirements so Cory’s had to rent a generator
Dancing story: Band on stage wouldn’t stop playing. No one was left in the room. The event planner got up on stage and started dancing and pulled the whole team up on stage to dance. Lesson learned – be thoughtful of your AV team at the end of an evening. Maybe give your band a heads up that you might cut them off early if the dancing slows down.
Story: Band at outdoor event stopped early to get out before an approaching storm hit.
Communicating with bands
Ask bands – how long do you need between the time we tell you to start to the time of your first downbeat.
Help them understand where they fit in the evening
Tips for communicating with bands
Assistant stage manager dedicated to managing the band
Having them tell them we will be ready in 15-20 minutes