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You're coordinating AV teams and event staff. How can you ensure their collaboration is seamless?

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Coordinating AV (Audio-Visual) teams and event staff requires a deep understanding of the event's goals, meticulous planning, and clear communication. To ensure a seamless collaboration, you need to create an environment where both teams work in tandem, understanding each other's roles and responsibilities. The AV team is responsible for the technical aspects of sound, lighting, and video, while the event staff manages the overall logistics and attendee experience. Both teams are crucial for the success of the event, and their collaboration can make or break the experience for the attendees.

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Stan Kruss

Exhibit Stands Proven to Win Customers. | CEO at Expo Centric | I built Australia's leading exhibition stand company…
Paula Azzar Mariosa

Diretora de Rela??es Institucionais da Agência de Notícias De Olho no Mundo/ Empreendedora, palestrante e jornalista
Jennifer Richley

CEO @ CopperHouse Events | Event Management, Venue Sourcing, Event Production

1 Clear Goals

Setting clear, achievable goals is the cornerstone of successful team collaboration. You must ensure that both the AV team and event staff are not just aware of their individual tasks but also understand how these contribute to the overall success of the event. Begin by defining the event's objectives and how each team's work supports these goals. Effective communication of expectations, timelines, and deliverables will help align efforts and foster a sense of shared purpose.

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Paula Azzar Mariosa

Diretora de Rela??es Institucionais da Agência de Notícias De Olho no Mundo/ Empreendedora, palestrante e jornalista
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A equipe de AV e a equipe de evento devem estar cientes de cada item do roteiro, previamente repassados pela produ??o, devem ser executados dentro da meta estipulada. Com propósitos claros o evento deverá ter uma sequência lógica na tarefa.

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Tjun Hong Loh

Chief Formulation Officer | Magnet Group Sdn Bhd; Events Director | Events Wizard Sdn Bhd; The 50 Most Influential People in the Events Industry in Asia and Middle East | Eventex Index 2023; Judge | Eventex Awards 2024
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At Magnet Group, we encourage skills versatility among team members in our daily operations. Hence, aligning the AV Team and Event Staff on a single track during event execution does not pose a problem. In fact, the task at hand is made easier and more manageable as the working members understand each other better to deliver the best outcome.

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2 Open Channels

Maintaining open channels of communication is vital for any collaborative effort. Equip your teams with reliable tools and platforms that facilitate constant dialogue. Regular meetings, whether in-person or virtual, can help synchronize efforts and address any concerns promptly. Encourage a culture where feedback is welcomed, and issues are resolved through constructive discussions. This approach ensures that everyone stays on the same page and can adapt to changes quickly.

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Paul Chapman

Supervisor, Operations - Venue and Production Management | Duke University
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Open lines of communication are the lynch-pin of coordination between the AV Team and the Event Staff. Prior to the show, get the leadership of both teams together and establish a single point of contact so that communication flows smoothly without multiple layers of intersection. This will ease troubleshooting in the event of issues and help streamline the entire event process.

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3 Role Clarity

It's essential that everyone knows their role within the larger machine. Clarifying roles and responsibilities from the outset can prevent overlaps and gaps in the workflow. Provide detailed job descriptions and expectations to each member of the AV and event staff. This clarity allows team members to focus on their specific tasks while understanding how they fit into the broader event structure, reducing confusion and enhancing efficiency.

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Jennifer Richley

CEO @ CopperHouse Events | Event Management, Venue Sourcing, Event Production
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It's crucial to have role clarity from the start of the project. This allows the team to focus on their responsibilities and deliver on their objectives. From experience from managing large-scale events, building in the roles within your Master Schedule early and then sharing this within your event & AV briefings is key. It is also important to have an escalation process within each division as this will ensure seamless communication should a challenge arise. Having role clarity gives accountability, and focus to ensures a professional and slick process enabling you to deliver a successful event.

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4 Joint Planning

Joint planning sessions bring together the diverse expertise of AV and event staff to create a cohesive event strategy. During these sessions, discuss the technical requirements and logistical arrangements in detail. This is where both teams can voice concerns, share insights, and develop a shared vision for the event. The collaboration in planning paves the way for smoother execution, as both teams will have a unified understanding of the event flow.

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Stan Kruss

Exhibit Stands Proven to Win Customers. | CEO at Expo Centric | I built Australia's leading exhibition stand company from 15 years of industry excellence. | Immerse your customers with experiential trade shows.
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Ensuring seamless collaboration between AV teams and event staff requires early integration and communication between both groups. Establish clear roles, schedules, and expectations well in advance. Regular joint meetings to discuss potential issues and on-site walkthroughs before the event ensure alignment. Using shared tools for project management and maintaining open lines of communication throughout the event will ensure that both teams work together smoothly.

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5 Trust Building

Trust is the glue that holds teams together. Foster an environment where trust is built through reliability, respect, and recognition of each team's expertise. When AV teams and event staff trust each other's capabilities, they are more likely to work cohesively and support one another. Celebrate successes together and address failures as a team to strengthen camaraderie and mutual respect.

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6 Continuous Learning

Finally, view each event as an opportunity for continuous learning. Encourage both AV teams and event staff to share insights and lessons learned post-event. This practice not only improves individual skills but also enhances team collaboration for future events. By reflecting on what worked well and what could be improved, you create a culture of continuous improvement that benefits everyone involved.

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You're coordinating AV teams and event staff. How can you ensure their collaboration is seamless?

1

2

3

4

5

6

1 Clear Goals

2 Open Channels

3 Role Clarity

4 Joint Planning

5 Trust Building

6 Continuous Learning

Live Events

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You're coordinating AV teams and event staff. How can you ensure their collaboration is seamless?

1

2

3

4

5

6

1 Clear Goals

2 Open Channels

3 Role Clarity

4 Joint Planning

5 Trust Building

6 Continuous Learning

Live Events

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