Event planning in Sydney? Top 8 tips for choosing the best audio visual, sound & lighting supplier
If you’re an event organiser in Sydney, use this helpful guide to make sure your next event supplier ticks all the boxes.
Whether you’re planning a gala awards dinner, fundraiser, brand activation or some great live entertainment, it is important to select the best audio visual company for your exact requirements, event concept and budget. The peace of mind afforded by knowing that the right people are on the job, working behind the scenes to bring your event to life as designed, with all the sights, sounds and excitement that will keep your guests entertained and key stakeholders happy, is well worth the effort upfront to select the right supplier.
So, while there will be a multitude of other things on your seemingly never-ending ‘to do’ list when organising an event experience in Sydney, from deciding on the venue, food and refreshments, to any pre-event marketing, invitations and guests lists, make sure you don’t forget to prioritise AV hire as a key contributor to your overall event experience and success.
Take a closer look at our top 8 tips for selecting the best AV supplier in Sydney for your next function, show or activation.
TIP #1. CLEAR & RESPONSIVE COMMUNICATION
Make sure your supplier has friendly and responsive event staff that have the right information and support when you need it.
When you are looking to hire AV equipment for your event, or when you are in need of specialist event design services, you will want somebody who will be accessible to you. After all, communication is key to ensuring your event is a complete success, as you will need to relay exactly what it is you require at each stage of your event, including any key moments, messages, entertainment, themes or special effects.
Clear and effective communication with the supplier at the time of the initial briefing, and throughout the lead up to the event is essential, especially when there are any last minute additions or questions from stakeholders or other suppliers.
When you choose CMG as an event partner, you can rely on our friendly and responsive project managers to be there for you right when you need them. Our dedicated team will be with you every step of the way, ensuring everything you need is booked, delivered, set up and ready to go, with onsite support available if and when you need it on the day of your event. We’ll communicate with you regularly, making sure all timelines and deliverables are clearly articulated for all parties involved. We call this ‘stress-free AV’, and it’s the way it should be.
TIP #2: TALENTED STAFF & LIVE EVENT EXPERIENCE
Confirm the supplier has the necessary skills, talent and event experience to deliver your event as desired.
For everything to go smoothly during your event, you need a supplier who is proficient and knows what they are doing, with the technical expertise to bring all the different pieces of your event together. After all, you don't want to be cut off mid-sentence or left in the dark (literally), and you don't want your audience to become restless or disengaged because they can't hear (or see) what’s happening.
Live events can be stressful, with a range of external factors and people-based variables that can influence their overall success, so you’ll need an experienced team with the confidence and composure to run the show from start to finish. Things can (and likely will) go wrong to some degree, so your selected event professionals will be the attributing factor to making sure that the show goes off without a hitch, leading to the best experience possible for your audience.
When you engage CMG, you can rest assured that our team has the talent and technical expertise you need for your event, gained through the cumulative experience of literally thousands of events. We will match your requirements with the live event solutions, with all of the preparation and support you need to ensure your event runs seamlessly.
TIP #3: QUALITY EQUIPMENT THAT YOU CAN COUNT ON
When it matters, choose a supplier that offers high-quality equipment and event solutions as an absolute non-negotiable.
When you select an AV supplier, you want to have absolute confidence in the equipment delivered. You want the best brands that will perform at the highest level, delivering on your vision with immersive audio, vibrant lighting, and high-impact video. You want to bring your audience into the experience you are trying to create, giving them a day (or evening) that they will never forget. You want equipment that won't fail when you need it the most, so make sure your supplier only works with the very best to mitigate any risk.
CMG offers best-in-class audio visual, sound and lighting equipment from some of the live performance industries biggest and most reputable brands, including Meyer Sound, Midas, Martin and more. When you choose us to supply your event services, you will benefit from a full suite of AV equipment options that are specially designed for their function, and have been tried, tested and well-maintained locally.
The straightforward equipment hire quote that we provide will recommend the best solution for your specific event requirements and budget, whether you’re looking for a full sound system, mics, speakers, a projector, LED screen, live streaming equipment or lighting fixtures. With the innovative world-class equipment and products that we provide, you can rest assured that your event will look and sound amazing.
TIP #4: FULL-SERVICE EVENT SUPPLIER (AUDIO VISUAL, SOUND, LIGHTING & STAGING)
It’s often better to opt for a ‘one-stop shop’ with everything you need to succeed in a single package.
Depending on the type of event that you are holding - from a corporate function in one of Sydney’s best hotels to an outdoor concert in one of the many parks and reserves - there is often a lot more equipment than you think that goes into the delivering the right AV solution.
Of course, most events will have a large PA system so everyone can hear, a microphone so the speaker can deliver their key messaging, and a projector or LED screen depending on the size of the space, brightness of the surroundings and content that needs to be shared. But what about the lectern? The staging and stairs? The lighting and special effects? Or the stage set, chandeliers, event theming and red carpet?
You don't want to be wasting unnecessary time chasing up different event companies in Sydney to get what you need, and you don't want to be paying more than you should either. To make your life easier, you should opt for a suppler that offers a ‘one-stop shop’ service for all of your various equipment needs, allowing you to package up your event hire, and giving you back some much needed time to focus on all the other aspects of your event.
CMG is a true full-service event supplier, delivering all of the audio visual, sound and lighting equipment options that you may need, with the added benefits of in-house creative services, staging and stage sets, basic theming, crystal chandeliers and coloured carpet tiles, and a large portable outdoor stage truck. Plus, with a range of national event partners, we can source anything else you need that we might not have on hand.
TIP #5: FOCUS ON DESIGN & ATTENTION TO DETAIL
Does your supplier have an eye for detail and the creative flair to bring your event to life?
There are all kinds of metrics to consider when choosing a supplier during your event planning and budgeting process, many largely dependent on your specific event objectives and the outcomes that will define success for you and your key stakeholders. However, creativity has to be near the top of your list no matter the objective, as it will determine how your event comes to life, stands out, and is heard or perceived in the eyes of your audience. The creative spark that makes it memorable, the energy in the room, and quality of the finishes will all be determined by the overall event design, and although this factor is difficult to measure, its presence is undoubtably important. Browse the websites of the event suppliers you are considering, and ask for more information or inspiration based on the work they have done for others. Consider the ways in which they have innovative, differentiated or special, and ask them to showcase the design ideas that could your event from flop to fantastic.
The team at CMG are masters at providing design-focused event solutions, where all of the finer details add up to the overall impression, to deliver unique event experiences that are both effective and memorable. If you’re looking for an audio visual, sound or lighting supplier that will listen to your requirements and partner with you to transform your event, delivering the creative spark to make the special or spectacular, get in touch with us today.
TIP #6: AV HIRE PRICING & LABOUR RATES
After double checking the quality and expertise, make sure you have accurately budgeted for your AV requirements.
When choosing a supplier, you will be keen to find somebody who can offer you a quality service at an affordable price. Therefore, it's important to work with a supplier who can work within your budget, while still delivering the level of service that you expect. So, consider what it is you need, list all of your various requirements, and source a quote from the suppliers you are considering. And when you're doing your research, make sure the quote you are given is all-inclusive of everything you need. After all, you don't want any nasty surprises after the event, such as hidden fees you weren't told about beforehand.
We can offer you attractive hire rates, with all-inclusive pricing and no hidden expenses. Get an obligation-free quote from us when you know what you need for your event.
TIP #7: TRUST, CONFIDENCE & DELIVERY
Choose an event supplier you can trust so you have complete peace of mind in their ability to deliver.
A quick search online will point you to the suppliers available in your area. You will find out more about the quality of their local event offering, what they have delivered recently, and if the supplier has established a positive track record or reputation for delivering great events. It might be obvious to say, but it is important to double check that each supplier can cover your particular location or venue. Look for locally owned and operated companies, or consider those companies that can encompass a wider delivery and service area. This will ensure you aren't left disappointed on the day of your event, and it will ensure that your guests aren't disappointed too.
CMG is an Australian owned and operated business located in Wollongong (NSW), Sydney (NSW) and the Gold Coast (QLD). We have rightfully earned a strong reputation in the Australian events market, and are one of Sydney’s fastest growing and most innovative independent event companies, largely due to our absolute commitment to the satisfaction of our clients and event partners and consistent delivery of the highest quality AV services.
TIP #8: COVID SAFE EVENTS IN NSW
Importantly in the current environment, double check that the supplier has a plan on how to deliver COVID safe events.
The safety of you and your guests must always be a priority when planning an event, and following the COVID pandemic, this must extend to your event partners and their strict COVID safe event policies. To choose the right audio visual, sound and lighting supplier, you must consider a professional company that takes their obligations seriously. There are a number of protocols that need to be put in place, including equipment sanitising and social distancing measures to effective audience traffic flow at entries and exits, so be sure that your partners are aware of their obligations and are actively assisting you in the successful delivery of your event while following any government-mandated safety regulations.
CMG specialises in delivering COVID safe events that maximise engagement, minimise disruption and adhere to current restrictions. View more on our commitment to COVID safe events here.