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Choosing the right AV supplier for your outdoor event


Planning an outdoor event in the UK can be an exciting experience, but choosing the right AV supplier can be a challenging task. The right AV supplier can make a big difference in the success of your event, so it's essential to make the right choice. In this guide, we'll discuss the key factors you should consider when choosing an AV supplier for your outdoor event in the UK.


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Experience and Expertise


One of the essential factors to consider when selecting an AV supplier for your outdoor event is their experience and expertise. An experienced AV supplier will have a better understanding of the challenges that come with outdoor events and will be better equipped to handle any technical difficulties that may arise.


Make sure you ask potential suppliers about their experience with outdoor events, the types of events they have worked on, and the technical expertise they possess. Also, check if they have any certifications or awards that show their level of professionalism and competence.


Equipment Quality


The quality of the equipment used by an AV supplier is another essential factor to consider. Your supplier should have high-quality, reliable, and well-maintained equipment that can withstand outdoor conditions. Check if the supplier's equipment is up-to-date and that they have backup equipment in case of any technical difficulties.


Ask about the types of equipment they use and how they ensure that their equipment meets industry standards. Also, check if the supplier has any partnerships or affiliations with equipment manufacturers or distributors. This will give you an idea of the quality of equipment you can expect from them.



Budget


The cost of AV services is an essential consideration when planning your outdoor event. You need to ensure that you have enough budget to cover all your AV needs. When considering your budget, make sure you are clear about the services you need and the amount you are willing to spend.


It's essential to get quotes from multiple AV suppliers to compare prices and ensure that you're getting the best value for your money. Be wary of suppliers who offer significantly lower prices than others, as this could indicate that they are using inferior equipment or may not have the necessary experience and expertise.


Technical Support and Maintenance


Technical support and maintenance are crucial factors to consider when selecting an AV supplier for your outdoor event. You need to ensure that your supplier can provide adequate technical support throughout your event, and that they have a maintenance plan in place to ensure the equipment is always in good working condition.


Ask about the supplier's technical support and maintenance plans, and what guarantees they offer in case of any technical difficulties. You can also ask for references from past clients who can provide feedback on the supplier's technical support and maintenance services.


Creativity and Customization


Your AV supplier should be creative and able to customize their services to suit your event's needs. They should be able to offer unique and innovative ideas that will help make your event stand out. Ask potential suppliers about their creativity and ability to customize their services.


You can also ask for examples of past events they have worked on, to get an idea of their creativity and ability to customize their services to suit different events.



Safety and Compliance


Safety and compliance are essential considerations when selecting an AV supplier for your outdoor event. The supplier should adhere to health and safety regulations and comply with industry standards. This includes ensuring that all equipment is safe and correctly installed, and that all cables and wires are secured to prevent tripping hazards.


Check if the supplier has any certifications or accreditations that demonstrate their commitment to safety and compliance. Also, ask about their risk assessment and emergency plans in case of any unforeseen circumstances.


Communication and Responsiveness


Effective communication and responsiveness are critical when working with an AV supplier for your outdoor event. You want a supplier who will keep you updated throughout the planning process, respond promptly to your queries, and provide timely feedback on the progress of the project.


Ask potential suppliers about their communication protocols, and how they plan to keep you informed throughout the project. You can also gauge their responsiveness by observing how quickly they respond to your initial enquiries.


Flexibility and Adaptability


Outdoor events are dynamic, and things can change quickly, so you need an AV supplier who is flexible and adaptable. They should be able to adjust to changes in the schedule, weather, or other unexpected circumstances that may arise.


Ask potential suppliers about their ability to be flexible and adaptable, and if they have any contingency plans in case of any unexpected changes.



Value-Added Services


Value-added services can set an AV supplier apart from their competitors. They may include services such as event production, staging, lighting, or special effects, which can enhance the overall experience for your guests.


Ask potential suppliers about any value-added services they offer, and how they can help improve the overall success of your event.


Environmental Sustainability


Environmental sustainability is becoming an increasingly important consideration for event planners. You may want to consider selecting an AV supplier who is committed to reducing their environmental impact by using energy-efficient equipment, reducing waste, or sourcing equipment from sustainable suppliers.


Ask potential suppliers about their environmental sustainability policies and what steps they are taking to reduce their impact on the environment.



In conclusion, choosing the right AV supplier for an outdoor event in the UK requires careful consideration of multiple factors. By taking into account the supplier's experience, equipment quality, budget, technical support, creativity, safety, reputation, communication, flexibility, value-added services, and environmental sustainability policies, you can make an informed decision that will ensure the success of your event.


Arc Stage Hire

Outdoor Staging and Production

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