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Getting an AV quote can sometimes be a long process. You exchange phone numbers with an AV company and you only get your quote within weeks, only to find that your event details have changed and you have to begin again. It doesn’t have to be that way!  We know that when it comes to planning an event, time is everything.  Here are six ways to expedite the process and get your quote faster.

1. Skip the Emails—Book a Meeting Instead of using email conversation.

We can discuss your event needs in detail and respond to your questions within an hour. This way, we ensure that all the necessary information is obtained and provided to you, so you get the quote right from the start.

2. Come Prepared

A productive meeting is a product of preparation as stated earlier. Let’s get ready before we chat. Know Your Venue – Provide the address, floor plans of the venue and the contact details of the venue manager or coordinator. Create a Detailed Schedule – Describe the events that will take place during your event, including the time, activities, and where there will be AV support. Define Your Content Vision – Will there be a live band, video clips, or special lighting effects? What is the ideal outcome that you want to achieve? We need to know this.

3. Provide Venue Layouts

The configuration of the seats and the rooms determines the AV installation. To avoid the last minute confusion it is important to share the floor plans as it helps us determine the best position of the equipment.

4. Share Competitor Quotes

(If You Have Them) When it comes to AV, openness accelerates the workflow. We can compare the equipment and labor cost and come up with your final decision on equal footing with other providers’ quotes that you provide.

5. Respond Quickly to Questions

There may still be follow up questions even after the first meeting. Your quote will not be delayed and will stay on course if you reply quickly. If necessary, we can set up a short telephone conversation to clarify some issues if needed.

6. Schedule a Quote Walk-Through

It is important to take the time to go through your quote with us so that it is accurate. We can: Check all the equipment and services provided are as per your requirement. If your event has changed, we can make real time changes to the quote. Get an updated copy of it right away. Set Clear Deadlines. Please let us know if you have any time frame in mind. If you need a quote in one week, we will do our best to accommodate that. If you have some leeway, we can spend more time to perfect your AV package. Get Your AV Quote—Fast & Hassle Free. If you implement the following steps, you will save time, decrease your stress, and know that your AV setup will be exactly what your event needs.

Are you ready to get started? To book your event with NEXTGEN, please contact us today and we will make your event a seamless one.

 

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