How To Stop Spending Too Much On Audiovisual Production
In the world of audiovisual production, every decision has a cost. We’ve supported hundreds of shows across the country and see the same budget mistakes play out again and again. The good news? We can solve a lot of these problems pretty quick.
Here are four areas where we see agencies overspending on AV, and what to do instead.
1. Hire Local Crew
Look: we get it. You’ve had success with one crew, and now you’re taking your show on the road. In a way it makes sense to put that same crew on the truck and bring them around with you. There’s comfort there.
But hiring a local audiovisual production company will reduce risk, make your show more budget-conscious, and (bonus points!) have a smaller impact on the environment.
Here’s just a couple scenarios we’ve experienced where having a local production company makes more sense:
- Your venue promised to have a piece of gear available for you… and it’s broken. Luckily, the local AV company has one in the shop a few minutes away!
- Your crew’s flight gets rerouted, delayed, or canceled. Now you’re scrambling to find someone local to replace them.
When we produce multi-city road shows, we recommend traveling your key personnel only. This includes a Technical Producer who can advanced audiovisual needs at each venue and manage local crews once on site.
But everyone else? Hire local.
2. Avoidable Overtime: Plan the Day with Intention
Recently, we were brought in by an agency to handle audiovisual production for an awards show. The end client, a media publication, utilized their in-house creative team to design show assets. Makes sense on paper, right?
Well, it turned out that making high-impact graphics for broadcast were slightly different than making them for print. Navigating color space, embedded fonts, and motion was more complicated than the in-house creative team was expecting. And as a result, the crew was held on standby for nearly 6 hours as the in-house team redesigned graphics to broadcast standards.
There were 40 crew members who each went into 6 hours of overtime as they awaited those final assets. That’s a lot of overtime.
Moral of the story: events should be show-ready when your production partners arrive on set.
3. In-House Fees: How to Avoid Surprise Internet Costs
You’ve figured out all the details for your event. You’ve stretched your budget as far as it can go, but you’re feeling confident about the audio, video, and lighting. Your last little request from the venue is for hardlined Internet access so you can stream your event on Zoom.
No problem, they say. And then they send you a $10,000 estimate for a 10Mb line.
Let’s be honest: venue fees for Internet have gotten a little absurd. But you still have options. The alternative? Bring in a temporary Internet line with a bonded cellular modem. It’s fast, reliable, and redundant, and the cost is a fraction of what you’d pay in-house.
A bonded cellular modem combines the bandwidth of multiple 4G- or 5G-cellular signals into one redundant Internet connection. Because they leverage multiple SIM cards, they include coverage from multiple providers such as T-Mobile, AT&T, and Verizon. If one network is stronger than others, the modem will prioritize that one.
Audiovisual production doesn’t require overpriced add-ons. It just requires asking the right questions and bringing in the right partners.
4. Last-Minute Add-Ons: Lights, Camera, Chaos
Adding a camera, switching the stage design, or making changes to your presentation are all doable. Audiovisual production companies have seen it all, and we’re all ready for last-minute changes. But the later the changes occur, the more expensive they are to execute.
To help keep your budget in line, we recommend building a wishlist for your show. Letting us know what’s on your wishlist before we get on site can lock in lower prices, and saves us from making risky engineering changes after we’ve already locked in our show design.
Pro-tip: using the best audiovisual equipment available, like Shure Axient digital wireless mics, will keep your show flexible if you’re expecting last-minute changes. While it may cost more upfront, it may save you in the long run. Spend a nickel to save a dime!
Smarter Audiovisual Production Starts with Planning
Your AV invoice should never be a surprise. Bring your production partner in as early as possible, let them know what you’re trying to achieve, and what resources you have to make it happen. The right partner will make that preproduction process fun, easy, and exciting.
At Hit Play, we help agencies plan better, spend smarter, and deliver shows that feel effortless.
Want to talk about your next event? Let’s build something that works for your team. Drop us a line and let us know how we can elevate your show!