5 Ways AV Technology Can Support Your Event Budget

Audiovisual technology is an essential aspect of high production events. While high quality equipment and the professional expertise required to fully utilize the equipment can be a significant budget item, AV technology can also help event organizers save money in other areas of the event budget. In this article, we review five specific strategies that improve cost efficiency and enhance the overall value of events. 

Lighting As Decor

Creative lighting design can craft the atmosphere you envision for your event. It can also positively impact your event budget by reducing the need to rent extensive decor to customize your event space. Your AV company can utilize uplights, ceiling wash, moving light fixtures, spot lighting and stage lighting to set the tone for your event. Lighting cues during your program can also evoke different emotions during your featured speakers and special appeal.

Digital Projection Reduces Printed Materials

If you have cleaned up after an event, you know that nearly all guests leave the printed program behind. For your next event, save money and paper by projecting your program content in a looping slideshow during the pre-event reception. On your slides, highlight your emcee, benefit auctioneer, special guests, auction items, and honorees. 

If you decide to print programs, reduce your print run and ask guests as they check-in if they want a printed program rather than place one at each seat. You will likely find that couples prefer to share a single copy. Or skip the printed program entirely and create a QR code that links to a digital version of your program. Project the QR code and invite your guests to scan it with their cell phone cameras.

Digital gobo projectors are incredibly versatile. In addition to projecting slide content, they can be used to acknowledge event sponsors and guide guests around your event space, reducing or eliminating your need to print signage. Digital gobos can be projected higher and larger than your printed signage, making them more visible and useful when the event space fills with your supporters.

Virtual and Hybrid Options Lower Travel Costs

Live streaming technology allows both your featured presenters and your event attendees to participate remotely. For organizations with locations in multiple states or countries, hybrid events reduce travel and lodging costs for everyone and can lower your in-person catering costs. 

Take Advantage of Alternate Day Pricing

Event professionals refer to certain times of the year as gala season for a reason. Many nonprofit organizations host their fundraising events on Thursday, Friday, and Saturday nights  in March through May and from September through November. This high demand means peak pricing for venue rentals, catering, and AV, as well as for all your other vendors. 

Instead of hosting your fundraising event on one of these peak nights, consider hosting on a weeknight or plan an off-season winter or summer event. Event venues and vendors are likely to offer flexible pricing during these days and months. You will reduce your overall costs and your supporters will appreciate not having to choose between your event and the other five or ten galas held on the same night.

Another cost-saving idea is to host a luncheon or reception instead of an evening benefit gala. Compared to a plated multi-course dinner, serving a lunch buffet or heavy hors d’oeuvres will significantly reduce your catering costs. You can also save on rental costs if you host a weekday luncheon. Rental companies need to apply a surcharge when they need to schedule a pick up after 6pm or on weekends. Your AV company may also charge less for a shorter daytime event compared to a lengthy evening gala and afterparty. As long as you focus on telling your authentic story, your supporters will want to engage with you no matter what day of the week or time of day your event is scheduled.

Early Planning Avoids Rush Charges

The old saying, “You can have something good, fast, or cheap – pick two” rings true for a reason. Procrastination will usually cost you more in quality or money. 

Early and efficient event planning can help your budget in many ways. Hiring a creative vendor such as a graphic designer or a videographer at the last minute can result in rush charges because they have to squeeze your project in among their existing deadlines. If your event production requires specialized equipment, planning early saves expedited rental and shipping charges. And – though it is not a direct impact on your budget this year – early event planning reduces everyone’s stress and your team of partners and vendors will remember that when preparing a quote for next year’s event.

Author Bio

AVENUE Portland is a new AV-forward event venue in Portland, Oregon, designed by audiovisual experts with nonprofit fundraising events in mind. The venue features high-quality audio, video, and projection technology that can have an amazing impact on your event.