A meeting planner updates the RFP questions for AV providers to find true partnership solutions in a live, hybrid and virtual event world

Are You Asking Your AV Providers The Questions That Matter?

 

Six Questions to Add to Your AV RFP

 

Meeting the needs of today’s events takes a lot of careful planning and consideration. As you search for vendors to help you execute, your RFP questions should reflect the support and planning you need to make sure your event is covered from all angles.

Today, we’re sharing questions you should consider adding to your RFPs for AV providers and why they matter. We break AV planning down into three parts: strategy, technology, and execution.

 

Strategy

 

Are you there from the beginning? 

Your AV provider can no longer be just a vendor, they need to be a true strategic partner. And especially in today’s event landscape, they need to be proactive and anticipate anything that might be thrown your way. You should partner with a company that is going to be with you from the very beginning planning stages – no matter how early you start – instead of working on their own timeline.

 

Does the contract address the need to change from live to virtual or somewhere in between?

Contracts are a hot button these days, and AV is no exception. If your event has to change from fully live to hybrid or virtual, ideally, they’ll still be able to provide the AV solutions you need no matter the event format. But if not, what changes in your contract?

 

TechnologyMeeting and event planners reviewing their partnerships to find the right solutions for today's hybrid meetings

 

What virtual solutions do you have in place?

Even if you’re not anticipating a virtual component, you should know they can support these needs if they arise. Do they have their own virtual platform, offer virtual production, and handle virtual logistics?

 

How are you leveraging technology to ensure event success?

Technology advancement in our industry is moving at the speed of light. They should have solutions for you to utilize to make planning and execution easier. For example, our Presentation Management Portal serves as a live, hybrid, or virtual speaker ready room, so if the event format needs to shift, we can shift with it. Know what creative solutions the AV provider can put in place.  

 

Execution

 

What is your experience with live, hybrid, and virtual events?

You should feel comfortable about the experience level of your provider in all event formats, and that they have a qualified team in place to make sure your event is successful no matter what happens. When you ask for references, ask for live, hybrid, and virtual clients.

 

What value do you bring in executing my event?

What you’re really looking for here is how your provider is going to be a partner. Are they looking for creative solutions? Are they trying to save you money? How can they provide peace of mind to the planning and execution process?

 

Events should be strategically planned to handle anything that may happen. We solve for this through our unique Parallel Planning Process that covers all meeting formats and contingencies, so you know your meeting is not only safe, but optimized for success.

 

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