May 26, 2025
Time is Your Ultimate Budget-Saver
Thanks for joining us for another episode of The Event Pro Show! Host Seth Macchi, CEO of Charlotte-based AV production company LEMG, gets to the heart of how to stretch your event budget by using one of your most powerful tools: time. Seth breaks down practical steps corporate event planners can take to secure essential AV elements early, helping you lock in top-tier technicians, the right gear, and more predictable costs. He discusses the importance of clearly outlining your must-haves from the start and building strong communication with your AV team from the beginning. These moves can prevent last-minute stress and expensive surprises. Whether you’re organizing a large-scale conference or an intimate breakout session, Seth offers a behind-the-scenes look at how smart planning up front leads to better outcomes and serious savings. Don’t miss his expert advice on how to balance vision and execution so your next event impresses without overspending.
The Event Pro Show is a production of LEMG.
LEMG is a leading event production company known for delivering exceptional experiences. From site planning and event design to technical production, staging, lighting, sound, and more—we do it all. As a second-generation company, we’re proud of our rich history and commitment to innovation. Whether it’s a corporate meeting, conference, convention, or live event, we’re the team our clients trust to execute their vision flawlessly.
https://lemg.live/
1
00:00:00,560 --> 00:00:04,160
Hey event planners, if time is your most valuable asset,
2
00:00:04,560 --> 00:00:08,120
then let's put that asset to work for you and get those event
3
00:00:08,120 --> 00:00:11,680
budgets under control. Welcome to the Event Pro show,
4
00:00:11,840 --> 00:00:15,680
your ultimate guide to the world of corporate events. Whether you're a corporate event
5
00:00:15,680 --> 00:00:19,320
planner, experiential marketing pro, producer, technician, or
6
00:00:19,320 --> 00:00:22,960
anyone involved in creating exceptional events, this podcast is your go to
7
00:00:22,960 --> 00:00:26,720
resource for valuable insights, expert tips and inspiring stories from the
8
00:00:26,720 --> 00:00:30,300
industry's leading professionals. Foreign
9
00:00:35,740 --> 00:00:39,540
thank you for joining us on the Event Pro show. I'm your host, Seth Mackey.
10
00:00:39,540 --> 00:00:43,020
I get to run a wonderful AV production company called
11
00:00:43,020 --> 00:00:46,820
lemg, based out of Charlotte, North Carolina. And I have some thoughts
12
00:00:46,820 --> 00:00:50,140
today on your event budget
13
00:00:50,540 --> 00:00:54,340
as it pertains to your AV provider. You
14
00:00:54,340 --> 00:00:57,940
know, time can be the ultimate budget saver
15
00:00:58,100 --> 00:01:00,980
and I want to walk through how that might work for you.
16
00:01:01,940 --> 00:01:05,700
A lot of times, you know, your event is happening a few
17
00:01:05,700 --> 00:01:09,340
months or more out. Not, not every time I get that things pop up. But
18
00:01:09,340 --> 00:01:13,180
a lot of times, you know, things months ahead and even a
19
00:01:13,180 --> 00:01:17,020
year or more ahead because it's, you know, it's an annual event, you know
20
00:01:17,020 --> 00:01:20,020
it's going to happen. So if that's the case,
21
00:01:21,230 --> 00:01:24,670
here's how to set yourself up for success and keep your AV
22
00:01:24,750 --> 00:01:28,390
budgets under control and in line with what your actual
23
00:01:28,390 --> 00:01:31,910
needs are. So the first thing I would
24
00:01:31,910 --> 00:01:35,230
recommend is start by outlining your bottom line
25
00:01:35,630 --> 00:01:39,470
needs. And what I mean by that is, you know,
26
00:01:39,630 --> 00:01:43,470
when people are talking about an event, especially a new event, everybody
27
00:01:43,470 --> 00:01:47,230
has creative ideas. You know, they, what if we have smoke in the room
28
00:01:47,230 --> 00:01:51,000
and lasers and we can have someone fly in
29
00:01:51,000 --> 00:01:54,440
from, from the ceiling or whatever. You know, people
30
00:01:54,680 --> 00:01:58,440
in the ideation phase of, of things. That's fun, that's fun to talk about
31
00:01:58,440 --> 00:02:01,640
what we could do. But a lot of times it paralyzes
32
00:02:01,880 --> 00:02:05,720
moving forward on the baseline requirements that you have. So let's,
33
00:02:05,720 --> 00:02:09,560
let's talk about that for a second. Focus only on what's essential.
34
00:02:09,560 --> 00:02:13,240
So there's things, you know, you know you're going to have, I don't know,
35
00:02:13,240 --> 00:02:16,660
500 people in a room on this certain date
36
00:02:16,980 --> 00:02:20,820
and you know that those 500 people are going to need
37
00:02:20,820 --> 00:02:24,580
to see everybody on a stage. So. Okay, so I need
38
00:02:24,580 --> 00:02:28,060
imac, there's some cameras that I'm going to need and, and you know that at
39
00:02:28,060 --> 00:02:31,860
one point during the day you're going to have a moderated
40
00:02:31,860 --> 00:02:35,580
panel and that will include five people total on stage. Okay, I
41
00:02:35,580 --> 00:02:39,220
know at least I need five microphones at the minimum at any
42
00:02:39,220 --> 00:02:42,780
given time and you start working through your baseline
43
00:02:42,780 --> 00:02:46,260
requirements and your, your main space. And then maybe if you have some breakout,
44
00:02:46,880 --> 00:02:50,360
I know each one's going to have 50 people and I know they need to
45
00:02:50,360 --> 00:02:53,720
hear and I know they need to see the PowerPoint
46
00:02:53,720 --> 00:02:57,120
presentation that's going to be in each one of those breakout rooms, so you can
47
00:02:57,120 --> 00:03:00,840
see how you start working out. And a lot of you already do this anyways,
48
00:03:00,840 --> 00:03:04,640
but you know that there's some base needs they're going
49
00:03:04,640 --> 00:03:08,080
to have to happen, some bottom line needs. So work on
50
00:03:08,080 --> 00:03:11,800
defining that, that this show absolutely cannot
51
00:03:11,800 --> 00:03:15,440
happen without the this. And once you define
52
00:03:15,440 --> 00:03:19,120
that, go ahead and reach out to your
53
00:03:19,360 --> 00:03:23,000
AV partners early, as early as you possibly can.
54
00:03:23,000 --> 00:03:26,360
And know that, you know, I, I have some creative
55
00:03:26,360 --> 00:03:30,200
ideas that we're, we're thinking through. You guys might have some creative
56
00:03:30,200 --> 00:03:33,880
ideas, but here's the bottom line stuff that I
57
00:03:33,880 --> 00:03:37,720
need. Give your partners enough time to review your needs
58
00:03:37,720 --> 00:03:41,400
and put together a thoughtful, accurate proposal. What
59
00:03:41,400 --> 00:03:45,170
happens there is, okay, once you've defined like this is
60
00:03:45,170 --> 00:03:48,650
the base of what needs to happen, then they can go ahead and
61
00:03:48,650 --> 00:03:52,370
define that and get you your numbers for that
62
00:03:52,610 --> 00:03:56,410
bottom line pretty quick. That way it
63
00:03:56,410 --> 00:03:59,610
will allow you to lock in the right partner based on your core
64
00:03:59,610 --> 00:04:03,370
requirements. So go ahead and get the baseline needs under
65
00:04:03,370 --> 00:04:06,930
contract early and make sure that you have flexibility
66
00:04:07,090 --> 00:04:10,690
to add enhancements later. And that will allow your
67
00:04:10,690 --> 00:04:14,290
team, your planning team and whoever your gatekeepers are,
68
00:04:14,370 --> 00:04:18,130
or if maybe you're reporting to a board or you're reporting to
69
00:04:18,370 --> 00:04:22,210
your vp, you know, they, they can decide the high creative
70
00:04:22,210 --> 00:04:25,970
stuff a little bit later. But you've secured your partner,
71
00:04:25,970 --> 00:04:29,690
your AV partner to the degree that now they can move forward with
72
00:04:29,690 --> 00:04:33,490
their part and start securing what they need. So
73
00:04:33,490 --> 00:04:36,610
I'll, I'll explain, I'll dive into that a little bit. I've seen
74
00:04:36,950 --> 00:04:40,550
planners delay the baseline requirement step
75
00:04:40,790 --> 00:04:44,310
while trying to finalize every last detail before engaging an A B team.
76
00:04:44,310 --> 00:04:47,190
But the earlier you secure a
77
00:04:47,830 --> 00:04:51,390
provider based on your essentials, the more
78
00:04:51,390 --> 00:04:54,790
flexibility you'll have to finesse the creative details
79
00:04:55,350 --> 00:04:58,910
later and often at a better price. So why does this
80
00:04:58,910 --> 00:05:02,470
matter? Well, the modern
81
00:05:02,470 --> 00:05:06,030
production company now in the past, a lot of
82
00:05:06,030 --> 00:05:09,870
production companies, AV companies, the way that they won projects
83
00:05:09,870 --> 00:05:13,110
is they had all the staff they needed and all the
84
00:05:13,110 --> 00:05:16,710
equipment ready to go in house full time.
85
00:05:16,710 --> 00:05:19,350
They owned it all. And they have a whole team
86
00:05:21,270 --> 00:05:25,110
talent, especially talent. A lot of technicians
87
00:05:26,070 --> 00:05:29,750
post Covid especially have moved to
88
00:05:29,750 --> 00:05:33,470
being freelancers. They can command quite a
89
00:05:33,470 --> 00:05:37,180
day rate and that model works better for them. So a lot
90
00:05:37,180 --> 00:05:40,940
of times the talent that you need for an event. They're actually
91
00:05:40,940 --> 00:05:44,700
independent contractors that are secured by your AV partner. Now they might
92
00:05:44,700 --> 00:05:48,420
have some core full time people, but they also have specialists
93
00:05:48,420 --> 00:05:51,540
that they'll bring in. And these specialists, if they're good,
94
00:05:52,100 --> 00:05:55,700
they're booked months out, if not a year out.
95
00:05:57,060 --> 00:05:59,300
So what happens is the longer that you wait,
96
00:06:01,200 --> 00:06:05,040
the supply for these highly qualified
97
00:06:05,040 --> 00:06:08,720
technicians is starting to go to your counterparts
98
00:06:08,720 --> 00:06:11,600
at other companies doing other events elsewhere.
99
00:06:12,960 --> 00:06:16,680
So the closer you get to your event date, the more limited resources to
100
00:06:16,680 --> 00:06:20,400
come. It can also be the case with equipment.
101
00:06:20,400 --> 00:06:24,080
A lot of production companies can support many more events than
102
00:06:24,080 --> 00:06:27,650
the internal gear that they own will allow. There
103
00:06:27,650 --> 00:06:30,850
are third party gear providers all over the country
104
00:06:31,410 --> 00:06:35,010
that provide exceptional gear at great prices. You still get a good price,
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but they're able to scale that way. And so the closer you get to
106
00:06:39,210 --> 00:06:42,930
your event date, same thing, those equipment resources
107
00:06:42,930 --> 00:06:46,530
become more scarce and so sometimes you're paying a
108
00:06:46,530 --> 00:06:49,570
premium on that or it's not available at all
109
00:06:50,210 --> 00:06:53,960
and you, you end up with a less than optimal
110
00:06:53,960 --> 00:06:57,280
solution. You're kind of left with what's left over, whether it's equipment
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00:06:57,600 --> 00:07:01,440
or technicians. You might not get as talented
112
00:07:01,520 --> 00:07:04,880
technicians because they're all booked at that point.
113
00:07:06,240 --> 00:07:09,880
So if budget is a concern, and let's be honest, it usually
114
00:07:09,880 --> 00:07:13,520
is, this approach gives you the best chance to deliver top tier
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experience while staying on
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00:07:16,880 --> 00:07:20,730
budget. So that's my argument that I laid out,
117
00:07:20,890 --> 00:07:24,450
saying that time is a great budget
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00:07:24,450 --> 00:07:28,170
saver if you use it. If you
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00:07:28,170 --> 00:07:31,970
use the time that you have as completely as possible. And
120
00:07:31,970 --> 00:07:35,730
there's great AV partners out there, the more lead
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00:07:35,730 --> 00:07:39,330
time that you give them to work through what you need, the better
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00:07:39,330 --> 00:07:42,490
pricing you can get, the better solution, the better resources are available
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00:07:43,050 --> 00:07:46,620
and you can keep that AV budget in check. I hope this was
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00:07:46,620 --> 00:07:50,180
helpful. Thank you for joining us on the Event Pro Show. Please join us
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00:07:50,180 --> 00:07:53,940
weekly where we will either have an amazing guest in the
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corporate event space or you'll have more tips and
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tricks on av. And you can visit us at LEMG
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00:08:01,540 --> 00:08:05,140
Live and you can check out our episodes that we've
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00:08:05,140 --> 00:08:08,500
recorded already@the eventproshow.com thank you so much.
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00:08:08,740 --> 00:08:09,300
Bye.
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00:08:13,420 --> 00:08:17,020
The Event Pro show is a production of LEMG video
132
00:08:17,020 --> 00:08:20,780
by Nick Barrett, audio and post production by Prince
133
00:08:20,780 --> 00:08:23,980
Thompson. You can learn more about us at LEMG
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00:08:24,460 --> 00:08:24,860
Live.
00:00:00,560 --> 00:00:04,160
Hey event planners, if time is your most valuable asset,
2
00:00:04,560 --> 00:00:08,120
then let's put that asset to work for you and get those event
3
00:00:08,120 --> 00:00:11,680
budgets under control. Welcome to the Event Pro show,
4
00:00:11,840 --> 00:00:15,680
your ultimate guide to the world of corporate events. Whether you're a corporate event
5
00:00:15,680 --> 00:00:19,320
planner, experiential marketing pro, producer, technician, or
6
00:00:19,320 --> 00:00:22,960
anyone involved in creating exceptional events, this podcast is your go to
7
00:00:22,960 --> 00:00:26,720
resource for valuable insights, expert tips and inspiring stories from the
8
00:00:26,720 --> 00:00:30,300
industry's leading professionals. Foreign
9
00:00:35,740 --> 00:00:39,540
thank you for joining us on the Event Pro show. I'm your host, Seth Mackey.
10
00:00:39,540 --> 00:00:43,020
I get to run a wonderful AV production company called
11
00:00:43,020 --> 00:00:46,820
lemg, based out of Charlotte, North Carolina. And I have some thoughts
12
00:00:46,820 --> 00:00:50,140
today on your event budget
13
00:00:50,540 --> 00:00:54,340
as it pertains to your AV provider. You
14
00:00:54,340 --> 00:00:57,940
know, time can be the ultimate budget saver
15
00:00:58,100 --> 00:01:00,980
and I want to walk through how that might work for you.
16
00:01:01,940 --> 00:01:05,700
A lot of times, you know, your event is happening a few
17
00:01:05,700 --> 00:01:09,340
months or more out. Not, not every time I get that things pop up. But
18
00:01:09,340 --> 00:01:13,180
a lot of times, you know, things months ahead and even a
19
00:01:13,180 --> 00:01:17,020
year or more ahead because it's, you know, it's an annual event, you know
20
00:01:17,020 --> 00:01:20,020
it's going to happen. So if that's the case,
21
00:01:21,230 --> 00:01:24,670
here's how to set yourself up for success and keep your AV
22
00:01:24,750 --> 00:01:28,390
budgets under control and in line with what your actual
23
00:01:28,390 --> 00:01:31,910
needs are. So the first thing I would
24
00:01:31,910 --> 00:01:35,230
recommend is start by outlining your bottom line
25
00:01:35,630 --> 00:01:39,470
needs. And what I mean by that is, you know,
26
00:01:39,630 --> 00:01:43,470
when people are talking about an event, especially a new event, everybody
27
00:01:43,470 --> 00:01:47,230
has creative ideas. You know, they, what if we have smoke in the room
28
00:01:47,230 --> 00:01:51,000
and lasers and we can have someone fly in
29
00:01:51,000 --> 00:01:54,440
from, from the ceiling or whatever. You know, people
30
00:01:54,680 --> 00:01:58,440
in the ideation phase of, of things. That's fun, that's fun to talk about
31
00:01:58,440 --> 00:02:01,640
what we could do. But a lot of times it paralyzes
32
00:02:01,880 --> 00:02:05,720
moving forward on the baseline requirements that you have. So let's,
33
00:02:05,720 --> 00:02:09,560
let's talk about that for a second. Focus only on what's essential.
34
00:02:09,560 --> 00:02:13,240
So there's things, you know, you know you're going to have, I don't know,
35
00:02:13,240 --> 00:02:16,660
500 people in a room on this certain date
36
00:02:16,980 --> 00:02:20,820
and you know that those 500 people are going to need
37
00:02:20,820 --> 00:02:24,580
to see everybody on a stage. So. Okay, so I need
38
00:02:24,580 --> 00:02:28,060
imac, there's some cameras that I'm going to need and, and you know that at
39
00:02:28,060 --> 00:02:31,860
one point during the day you're going to have a moderated
40
00:02:31,860 --> 00:02:35,580
panel and that will include five people total on stage. Okay, I
41
00:02:35,580 --> 00:02:39,220
know at least I need five microphones at the minimum at any
42
00:02:39,220 --> 00:02:42,780
given time and you start working through your baseline
43
00:02:42,780 --> 00:02:46,260
requirements and your, your main space. And then maybe if you have some breakout,
44
00:02:46,880 --> 00:02:50,360
I know each one's going to have 50 people and I know they need to
45
00:02:50,360 --> 00:02:53,720
hear and I know they need to see the PowerPoint
46
00:02:53,720 --> 00:02:57,120
presentation that's going to be in each one of those breakout rooms, so you can
47
00:02:57,120 --> 00:03:00,840
see how you start working out. And a lot of you already do this anyways,
48
00:03:00,840 --> 00:03:04,640
but you know that there's some base needs they're going
49
00:03:04,640 --> 00:03:08,080
to have to happen, some bottom line needs. So work on
50
00:03:08,080 --> 00:03:11,800
defining that, that this show absolutely cannot
51
00:03:11,800 --> 00:03:15,440
happen without the this. And once you define
52
00:03:15,440 --> 00:03:19,120
that, go ahead and reach out to your
53
00:03:19,360 --> 00:03:23,000
AV partners early, as early as you possibly can.
54
00:03:23,000 --> 00:03:26,360
And know that, you know, I, I have some creative
55
00:03:26,360 --> 00:03:30,200
ideas that we're, we're thinking through. You guys might have some creative
56
00:03:30,200 --> 00:03:33,880
ideas, but here's the bottom line stuff that I
57
00:03:33,880 --> 00:03:37,720
need. Give your partners enough time to review your needs
58
00:03:37,720 --> 00:03:41,400
and put together a thoughtful, accurate proposal. What
59
00:03:41,400 --> 00:03:45,170
happens there is, okay, once you've defined like this is
60
00:03:45,170 --> 00:03:48,650
the base of what needs to happen, then they can go ahead and
61
00:03:48,650 --> 00:03:52,370
define that and get you your numbers for that
62
00:03:52,610 --> 00:03:56,410
bottom line pretty quick. That way it
63
00:03:56,410 --> 00:03:59,610
will allow you to lock in the right partner based on your core
64
00:03:59,610 --> 00:04:03,370
requirements. So go ahead and get the baseline needs under
65
00:04:03,370 --> 00:04:06,930
contract early and make sure that you have flexibility
66
00:04:07,090 --> 00:04:10,690
to add enhancements later. And that will allow your
67
00:04:10,690 --> 00:04:14,290
team, your planning team and whoever your gatekeepers are,
68
00:04:14,370 --> 00:04:18,130
or if maybe you're reporting to a board or you're reporting to
69
00:04:18,370 --> 00:04:22,210
your vp, you know, they, they can decide the high creative
70
00:04:22,210 --> 00:04:25,970
stuff a little bit later. But you've secured your partner,
71
00:04:25,970 --> 00:04:29,690
your AV partner to the degree that now they can move forward with
72
00:04:29,690 --> 00:04:33,490
their part and start securing what they need. So
73
00:04:33,490 --> 00:04:36,610
I'll, I'll explain, I'll dive into that a little bit. I've seen
74
00:04:36,950 --> 00:04:40,550
planners delay the baseline requirement step
75
00:04:40,790 --> 00:04:44,310
while trying to finalize every last detail before engaging an A B team.
76
00:04:44,310 --> 00:04:47,190
But the earlier you secure a
77
00:04:47,830 --> 00:04:51,390
provider based on your essentials, the more
78
00:04:51,390 --> 00:04:54,790
flexibility you'll have to finesse the creative details
79
00:04:55,350 --> 00:04:58,910
later and often at a better price. So why does this
80
00:04:58,910 --> 00:05:02,470
matter? Well, the modern
81
00:05:02,470 --> 00:05:06,030
production company now in the past, a lot of
82
00:05:06,030 --> 00:05:09,870
production companies, AV companies, the way that they won projects
83
00:05:09,870 --> 00:05:13,110
is they had all the staff they needed and all the
84
00:05:13,110 --> 00:05:16,710
equipment ready to go in house full time.
85
00:05:16,710 --> 00:05:19,350
They owned it all. And they have a whole team
86
00:05:21,270 --> 00:05:25,110
talent, especially talent. A lot of technicians
87
00:05:26,070 --> 00:05:29,750
post Covid especially have moved to
88
00:05:29,750 --> 00:05:33,470
being freelancers. They can command quite a
89
00:05:33,470 --> 00:05:37,180
day rate and that model works better for them. So a lot
90
00:05:37,180 --> 00:05:40,940
of times the talent that you need for an event. They're actually
91
00:05:40,940 --> 00:05:44,700
independent contractors that are secured by your AV partner. Now they might
92
00:05:44,700 --> 00:05:48,420
have some core full time people, but they also have specialists
93
00:05:48,420 --> 00:05:51,540
that they'll bring in. And these specialists, if they're good,
94
00:05:52,100 --> 00:05:55,700
they're booked months out, if not a year out.
95
00:05:57,060 --> 00:05:59,300
So what happens is the longer that you wait,
96
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the supply for these highly qualified
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technicians is starting to go to your counterparts
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at other companies doing other events elsewhere.
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So the closer you get to your event date, the more limited resources to
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come. It can also be the case with equipment.
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A lot of production companies can support many more events than
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the internal gear that they own will allow. There
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are third party gear providers all over the country
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that provide exceptional gear at great prices. You still get a good price,
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but they're able to scale that way. And so the closer you get to
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your event date, same thing, those equipment resources
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become more scarce and so sometimes you're paying a
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premium on that or it's not available at all
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and you, you end up with a less than optimal
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solution. You're kind of left with what's left over, whether it's equipment
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or technicians. You might not get as talented
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technicians because they're all booked at that point.
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So if budget is a concern, and let's be honest, it usually
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is, this approach gives you the best chance to deliver top tier
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experience while staying on
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budget. So that's my argument that I laid out,
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saying that time is a great budget
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saver if you use it. If you
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use the time that you have as completely as possible. And
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there's great AV partners out there, the more lead
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time that you give them to work through what you need, the better
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pricing you can get, the better solution, the better resources are available
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and you can keep that AV budget in check. I hope this was
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helpful. Thank you for joining us on the Event Pro Show. Please join us
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weekly where we will either have an amazing guest in the
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corporate event space or you'll have more tips and
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tricks on av. And you can visit us at LEMG
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Live and you can check out our episodes that we've
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recorded already@the eventproshow.com thank you so much.
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Bye.
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The Event Pro show is a production of LEMG video
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by Nick Barrett, audio and post production by Prince
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Thompson. You can learn more about us at LEMG
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Live.