As an event agency, you want everything to be perfect: the venue, the concept, the experience.
But behind the scenes, one factor often makes the difference between “good” and “wow”: your audiovisual partner.
A strong AV partner does more than lay cables or hang screens — they think strategically, translate ideas into experiences, and make sure technology enhances your story.
That’s why we’re sharing 10 practical tips to help event organizers get the most out of working with an audiovisual partner.
Involve your AV partner as early as possible
The sooner we can contribute to the production process, the more we can add value to the overall concept.
From program flow to camera positions, lighting plans, and streaming setup — everything is connected.
If we’re only brought in at the end, the creative and technical flexibility is often limited.
👉 Tip: involve your AV partner from the concept phase. You’ll avoid surprises and make full use of their expertise.
A good briefing makes all the difference
A clear understanding of your event helps us create an accurate and transparent quotation.
We know that technology isn’t your main focus — that’s why we take the time to go through everything together.
For that first briefing, we usually plan a 30-minute meeting, either face-to-face or via videocall — easily booked through our online booking tool.
During this session, we discuss the technical possibilities, desired atmosphere, and any location constraints.
👉 Tip: invest time in that first briefing — it will pay off later, guaranteed.
One point of contact = less stress
When technology, direction, and content are handled by different suppliers, valuable time is lost in coordination.
Choose a partner that brings everything together.
At DB Video, you’ll find technical production, MOTCHA handles creative storytelling, and Webble-Up provides the interactive and online component.
All under one roof, one contact person — and one team that’s perfectly in sync.
A good AV partner asks the right questions
The quality of an event starts with preparation.
An experienced audiovisual partner asks the right questions before the event:
What is the goal of the program?
Where are the key moments?
What about sightlines, lighting, and sound?
How do direction and production communicate?
This results in a plan that works both technically and creatively.
Good timing is key
Think beyond the timing of the event itself.
What needs to be set up first? Which suppliers need access when?
Don’t let everyone load in and out at the same time — that only creates chaos and stress.
Also keep in mind that technical equipment takes up space: flight cases and racks need storage once everything is set up.
👉 Tip: a realistic build-up and breakdown schedule makes everyone’s job easier and safer.
Be prepared for the unexpected
In the event world, things rarely go 100% according to plan.
A speaker cancels, a video plays too early, or the weather changes everything.
A reliable AV partner always has buffers, backups, and a problem-solving mindset.
That flexibility makes the difference between stress and control — and allows you, as event manager, to focus on your guests’ experience.
Think about interactivity and hybrid possibilities
Audiences don’t just want to watch — they want to participate.
Whether it’s a hybrid, live, or fully online event, interaction increases engagement.
For multinationals that can’t (or don’t want to) fly everyone in for budgetary or ecological reasons, a hybrid setup offers the perfect balance.
Through streaming with interactive features — polls, live chat, Q&As — everyone can take part, no matter where they are.
And with our AI Translation Tool, even language barriers disappear: participants follow along live in their own language.
An experienced partner integrates all of this seamlessly into the program, ensuring technology supports your message instead of distracting from it.
Extend your impact with creative content
An event doesn’t end when the lights go out. The real value lies in the memory — and the content you share afterward.
After-movies, teasers, interviews, and social clips keep your investment alive long after the event.
An audiovisual partner that also offers creative storytelling, like MOTCHA, elevates your project to the next level.
And if you already have a multicamera setup, producing an aftermovie is often just a small additional cost — since the camera crew is already on site.
With minimal extra effort, you create valuable content that continues to work for you long after the event.
👉 Tip: combine technical production with creative content creation for maximum ROI.
Don’t forget the crew
Our technical teams often work day and night to make sure every production runs flawlessly.
So don’t forget to include them in the briefing for catering or food service.
A well-fed crew is a motivated crew — and that always shows in the result.
A small gesture, but one that makes a big difference in atmosphere and outcome.
Build sustainable partnerships
The best events are built on trust, not one-off collaborations.
The better your AV partner knows your brand, clients, and workflow, the stronger each project becomes.
👉 Tip: aim for long-term collaboration. A partner who knows your rhythm anticipates challenges, contributes ideas, and grows with you.
In conclusion
An audiovisual partner isn’t just a supplier — they’re an extension of your team.
The sooner we’re involved, the better we can contribute to an event that’s technically flawless and emotionally powerful.
At DB Video, MOTCHA, and Webble-Up, we strive to be a reliable partner — one you can count on in every phase of the process.
From the first brainstorm to the last cable, we think with you, take responsibility, and ensure your event is perfectly executed.
Together, we turn every project into an experience that lasts.
Need advice ?
📅 Book a videocall with one of our experts via our online booking tool and discover how DB Video, MOTCHA, and Webble-Up can strengthen your next event — from first concept to final delivery.
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