How do you create a realistic audiovisual budget and stick to it?

1 Pre-event research

Before you start allocating funds for your audiovisual needs, you need to do some research on your event goals, audience, venue, and market. What kind of audiovisual elements do you want to include, such as sound, lighting, video, or special effects? How many people are you expecting to attend, and what are their preferences and expectations? What are the technical specifications and limitations of your venue, such as power, space, and acoustics? How much do similar events in your area charge for audiovisual services, and what are the industry standards and best practices? These questions will help you define the scope and scale of your audiovisual budget and avoid unnecessary or unrealistic expenses.

2 Request quotes

Once you have a clear idea of what you need and want for your audiovisual setup, you can start requesting quotes from different audiovisual providers. Compare their prices, services, quality, and reputation, and look for any hidden fees or charges. You can also negotiate for discounts, packages, or value-added services, such as installation, maintenance, or backup equipment. Make sure you get written contracts and invoices from your chosen provider, and review them carefully before signing. You should also allocate some contingency funds for any unexpected costs or changes that may arise during the event.

3 Track expenses

To stick to your audiovisual budget, you need to track your expenses regularly and accurately. You can use a spreadsheet, an app, or a software tool to record and monitor your audiovisual spending, and compare it with your initial budget and quotes. You should also communicate with your audiovisual provider and your event team, and update them on any changes or issues that may affect your budget. If you notice any discrepancies or overspending, you should address them as soon as possible and find ways to adjust or reduce your costs.

4 Evaluate results

After your event is over, you should evaluate the results of your audiovisual budget and performance. You can collect feedback from your audience, your event team, and your audiovisual provider, and analyze how well they met your event goals and expectations. You can also review your final expenses and compare them with your initial budget and quotes, and identify any areas where you saved or wasted money. You should also document and report your findings and lessons learned, and use them to improve your future audiovisual budgeting and planning.

5 Learn from others

One of the best ways to create a realistic audiovisual budget and stick to it is to learn from others who have done it before. You can network with other event producers, attend industry events and workshops, read blogs and articles, or watch videos and podcasts on audiovisual budgeting and production. You can also seek advice from experts, mentors, or consultants who can guide you through the process and share their insights and tips. By learning from others, you can avoid common mistakes, discover new ideas, and find inspiration for your own audiovisual projects.

6 Update your skills

Another way to create a realistic audiovisual budget and stick to it is to update your skills and knowledge on audiovisual technology and trends. Audiovisual equipment and techniques are constantly evolving and improving, and you need to keep up with them to deliver the best possible experience for your audience. You can enroll in online courses, webinars, or certifications on audiovisual production, or join professional associations or groups that offer training and resources. By updating your skills, you can increase your confidence, competence, and credibility as an event producer, and optimize your audiovisual budget and performance.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?