As an event planner, we know that you are all working within a budget, some tighter than others but a budget none the less. When operating based off a budget, you need to assess your budget from the start and understand how much funding you have for each component of the event.
When considering ‘technical’ equipment, don’t just think mics & speaker.
Expert technician, Ryan, provided us his list of items he runs through with every event planner he works with to ensure they have the right equipment for their event.
When planning a technical budget for your event consider the equipment you will need to both execute the event and also create a quality event experience.
Ryan’s checklist looks a little something like this:
- Staging accessories
- Stage Risers
- Power distribution
- Audio System
- Space – Limited space may require stands or different equipment to accommodate it.
- Screen surfaces
- Other modes of transmitting video : led walls, flat panel displays, etc.
Cost vs Benefits
Since we had an expert on hand, I figured event planners would like to know his take on worth-while add-ons vs. technical functionality that isn’t worth the hassle.
To my surprise the most valuable add on you can have at your event is time.
“Most often we are pressed for time when loading in a gig. It’s not such a concern on small events, but on large scale events it is a really big deal. Getting the job done quickly is one thing but getting a job done right is a whole other thing and that requires time. Having a technical service provider in the loop farther in advance can only work out better for you [the event planner]. ”
When pushed for an actual technical answer he said lighting because it significantly impacts the event atmosphere and contributes to the overall event experience.
The piece of tech that is not worth the hassle is low quality wireless tech.
“Sure it is convenient but anything wireless is risky. Unless you are going to get the high quality microphones, you may as well be wired.”
When budgeting for an event, technical costs can be unclear or worse – creep up on you due to hidden challenges such as power distribution and space.
Ryan has a lot of expertise to offer. His checklist will help cover all technical aspects when budgeting for your event and help make budgeting more clear and easier. We hope you consider this checklist and Ryan’s expertise for your next event!
About Our Expert Technician
We interviewed expert event technician Ryan MacAdam. Ryan has been in the business for nearly 20 years. Over the years he worked on many types of events varying from private concerts, to corporate events like Canada 3.0, to music festivals like Hillside to local festivals but he has also held many positions within the event industry such as lighting director, installation technician, audio technician, stage manager and now his current role: event logistics manager. This guy knows his stuff.