How do you handle AV emergencies and backup plans?

When managing AV emergencies, it's vital to promptly assess the situation, maintain open lines of communication with all involved parties, and swiftly implement backup plans. These plans may include redundant equipment, alternative venues, or pre-established contingency scripts. Regular training drills ensure team readiness, while post-incident reviews help refine response strategies for future events, ensuring smooth operations even under challenging circumstances.

Many years ago someone told me: "There are 3 types of AV emergencies: In residencial, the client cannot watch the game because the IR strobe fell off the sat box. This is an inconvenience, nothing else. In Commercial AV: The video call cannot be connected and a business can loose a multi-million dollar contract. Because of this, someone can loose their job. and then there is Government/Military/EOCs where when something doesn't work, lives can be lost." Regardless of the scenario, you must be ready and have tested and tested and tested all your AV. For critical applications, there are redundant systems in place. Spare equipment at hand and someone is always "on Call".

Finding a responsive AV Provider is the first step to understanding if they are reliable and able to accomplish the vision for your event. I try to keep in contact with the event planners at least once a week even if everything is signed and confirmed months out to make sure we are constantly in sync. Changes are expected and understandable. A reliable AV Provider like American AV usually has a team that works on planning your event, from a sales person to a project manager to a expert on a part of the technical specialty of your event.

One way we like to make sure that we have all content at American AV, is by tackling it with a 3 part system. We need content prior to the event by at least a week from a cloud send (One Drive, Google Drive, etc). We ask our clients to bring a hard drive, ssd, or flash drive copy of it. Then we also bring our own drives and make sure that the client has it saved on their own computer that is brought to the venue. We are also always welcome of day of changes (within reason of course). We make sure to provide vetted quality techs that will work with organizers/planners to make them feel taken care of for the event.

Rehearsals, or pre testing is huge. If you are planning an event that is very "Scripted" with a minute to minute plan or an actual script, it is crucial to walk through the show multiple times. It is extremely crucial to success and fluidity of show to have an on site rehearsal at your venue. The virtual ones are great especially if you can afford to have the same crew on it that will be at the venue but doing it at the venue helps your team supporting the event understand every aspect perfectly and make sure no issues arrise.

Feedback is huge for your AV Provider. I know myself at American AV doesn't enjoy finishing the event and then just moving on. I want to have a debrief with each client. Post Event Debriefs open up a good conversation with how to grow or improve for next year and helps the AV Provider learn the best fit. This time shouldnt be a negotiation time as it is a growth and benefit for both planner and provider. It is a partnership. What can we do better for eachother to grow a fantastic relationship? Is the question that should be answered in the post event debrief and feedback.