Late room access for AV setup can throw a wrench into even the most well-planned events, creating stress and adding unexpected costs. But don't worry—there are proactive steps you can take to keep everything running smoothly. From sharing equipment with the previous group to negotiating quick-turn clauses with the venue, you can stay ahead of any surprises.

 With a little foresight and clear communication, you’ll avoid costly setbacks and ensure your event goes off without a hitch.

During this wild ride that COVID as brought about, the way we meet changes up-to-the minute. Here are a few things to consider and add to your next AV~RFP to start with a plan while planning for the unexpected changes.

How we plan to meet will be forever altered due to the pandemic and new meeting event design guidelines. A few points to consider to help your attendees feel safe post-pandemic.

In March of 2020, the Meeting & Events Industry was instructed to cease large gatherings immediately. We were to go dark and shelter in place. It was a race indoors to protect all of our brothers & sisters around the globe.

First & foremost, meeting planners need to be sure they keep scalable AV components based on size and local government guidelines in your destination city on your radar. If the government moves to another shut down or stricter capacity regulations, your technology partner needs to be able to offer a virtual meeting or a hybrid blend of both on the fly. This should be options outlined in your initial RFP and part of your contract considerations. So get that pricing on the front end even if you don’t need it.