When you're organizing a corporate event or an office party, among the many aspects you have to plan for is hiring an AV company. Who you hire can make or break the success of your event. If you've never been in charge of hiring an AV company, below are a few tips to help you get started.

5 Steps for Hiring a Good AV Company

1. Set a Budget

First, know how much your organization can spend on the event so you can focus on the essentials and avoid overspending. Then make a list of the audiovisual equipment you want, such as sound systems and screen projectors. Next, ask a coworker to help you better gauge the potential costs before going for AV companies’ estimates. 

2. Do Your Research

Figure out what you’ll need during the event before looking for a potential AV company. For instance, if you expect a high number of attendees during the office party, make sure that the sound system is loud enough. Arm yourself with information, such as the venue size, number of expected guests, event schedule, available equipment, and room layout, and include these when requesting a detailed quote.

3. Get Different Quotes

As with any hiring process, obtain estimates from at least three AV companies. It's great to ask for referrals, but you don't have to limit yourself to these endorsed companies. Look for alternatives on trusted websites so you can broaden your options. 

Provide each AV company with the complete event information and request a detailed quote. Compare the quotes and never hesitate to ask for clarification if something is amiss or some estimates are vague. A reliable AV company will be more than happy to explain these to you.  

4. Set a Meeting

Get to know your potential AV company better by meeting them in person. Ask for a walk-through of the quote and discuss some details about the event, including the updated schedule. Give them your contact person for the venue if you have one, so they can directly contact each other. 

5. Perform Due Diligence

Even if some AV companies are highly recommended, you still have to perform due diligence. Ask for their business permits. Make sure they also have insurance liability—this will protect you against property damages and injuries during the event. Request a list of their past clients and ask if they encountered any problems. Read customer feedback online, but take these with a grain of salt.

When you need an excellent AV company, trust the professionals at ITA Audio Visual Solutions in Cincinnati, OH. For more than 35 years, they have been providing their clients in the Tri-State area with outstanding audiovisual equipment rental and customized event production services. Call 1 (800) 899-8877 today, or learn more about them online.