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Best Practices to Follow for Your Event Production in Washington DC

Do you need audio visual equipment rentals for an event at the Walter E. Washington Convention Center in Washington, D.C.? GigRent has solutions for you. We have audio visual equipment rentals and 24/7 technical support. We have worked with Fortune 100 companies and work hard to help you succeed. Let our hands-on team help you.


Washington, D.C. has always been a happening place and GigRent has worked extensively in the area. We have managed Microsoft events at the Ronald Reagan Convention Center and the Walter E. Washington Convention Center. Washington, D.C. is an excellent place to host events with its easy access to food, hotels, entertainment, and just about anything one would need, and all very close to downtown.


Regardless of the type of your event, consider following these best practices for your event production in Washington DC.


Whether you’re planning for a large convention, a corporate meeting, or even a product launch event, event production agencies in Washington DC have a lot on their plate. In order to make your life easier, we have compiled the list of best practices that you must follow to lead your event production in the right direction. So, let’s get started.

Target the Right Audience

99 percent of the time, being an event planner, you must be aware of the ultimate objective of your event. Whether it's to generate funds, encourage or train your employees, or demonstrate a new product, the realization of your event’s goal will allow you to attract the right audience and market your business in the best possible way. In this era of technology keep your focus on digital marketing. That’s because today, more than 81 percent of US citizens use social media and 92 percent of people have smartphones. 


In order to determine the right targeted audience, you’ll need to consider multiple factors such as hobbies, interests, occupation, and age. It’ll allow you to filter out the right individuals who will be most interested not only in your event but also in your services or products. Moreover, it’s also important to use the right tools to invite or reach your targeted audience. Using the right technology and platform becomes even more critical if you’re opting for a virtual event. Consider contacting the best event production organizations in Washington DC to get the production side of your event covered. 

Define Your Budget

Don’t forget to create the worst-case, base-case, and best-case budget to better forecast what you'll spend. Additionally, prepare your team to deal with all the worst-case scenarios most effectively and efficiently. Bear in mind that most events include at least one surprise incident. That’s why it's advisable to anticipate them beforehand. After allocating the budget, dedicate its largest chunk to the elements that will have the most influence on your event. Most probably it’ll be the production side that includes all the audio and video equipment, such as camera, projectors, LEDs, speakers, event management software, streaming platform, and more. Make sure that you don’t compromise on any of these requirements because event production can make or break your event entirely. 


For example, if you spend a huge chunk of your budget on elegant furnishings and rent a cheap speaker or bad quality streaming platform, then undoubtedly the participants will be comfortable but they won’t be able to hear properly. Resultantly, they’ll learn nothing from your event and that won’t do any good for your business. Therefore, it’s critical to hire the best event production agency in Washington DC to connect with your audience in the most effective manner.

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  • Broadcasting Events

    When it comes to audience engagement, a little creativity, and an innovative approach go a long way. One of the reasons why most of the events used to be quite boring a few years back. A pipe, stage, a few rows of chairs, and four walls were all you needed to prepare for an event. While this strategy was undoubtedly simpler to implement, it is likely to have turned off a large number of attendees. In this era of technology, you have access to a plethora of new and innovative ways to engage people such as:

    • With 3D Projection Mapping you can now project anything you want onto irregularly shaped objects to impress your audience, instead of using a flat-screen.
    • LED Immersive Walls allow you to encourage people to assimilate information through visual means. You can even have curved LEDs that can fit any space right according to the unique needs of your event.
    • By utilizing the power of VR (Virtual Reality) you can now allow your attendees to experience any product in real-time. You can also use AR (Augmented Reality) to add computer-generated graphics to the actual world.

    Many event production companies in Washington DC offer services and equipment that you can use to achieve the techniques mentioned above. But it’s only possible if you’re not ready to think outside the box and perform experimentation.

  • Use Attendee-First Approach

    It's crucial to impress your business partners, potential customers, and investors. So, it’s crucial to have an attendee-first approach from start to finish. You can use the following strategy to ensure that all the participants of your event are satisfied and happy.

  • Engagement Before Event

    Again, utilize the power of social media to generate excitement among your targeted audience. Keep your followers updated regarding the progress of the event all the time to keep them engaged. As your event approaches, send countdown messages and emails with additional information, such as new speakers, agenda updates, venue, time, and so on.

  • At-Event Engagement

    There is a range of practices that you can follow to keep your attendees engaged at the event. We have listed some of the most significant ones that will allow you to make the most out of your big day. 

    • Choose the right event production partner in Washington DC that covers the production side of your event perfectly.
    • Use more conversational techniques.
    • Make sure you have the correct speakers and presenters and that they are easily accessible.
    • Organize a separate (Q&A) session with your presenters and speakers.
    • Provide guests with one-on-one discussions with professionals.
    • Allocate a dedicated area where guests can take photos that’ll not only engage them but it’ll also promote your event for free.
  • Engagement After Event

    We often spend a lot of work on starting new projects, but not nearly as much work on winding them up. Make sure you have the last call-to-action for guests while you're wrapping off your event. Send a thank-you email to all the guests and send the link to your website where they may read:

    • Presentation decks
    • Purchase event goodies
    • Provide feedback
    • Participate in a survey

    Wrap up all the possible remaining details after the event, such as organizing a post-event group meeting, reconciling money, and mailing final payment installments to suppliers. Also, use your event planning software to get feedback from your partners, clients, and other participants. Additionally, share all you discover with all relevant people. 


    You can also consult with your event production company in Washington to get more innovative ideas and use technology to engage your guests at every stage. 

  • Use Event Production Tools

    Whether you’re looking for an event with 50 or 5,000 people, choosing the right set of event production tools is essential. Sure, you could have a team of people working for you or an outside specialist on hand in a few key areas. But you must ensure that you have the right set of tools that help you to deliver everything you want in the perfect manner. For example, if you’re organizing a virtual event then you will need a modern streaming platform that can handle all the invited guests at the same time. It’s also important to choose white-label software that you can use to market your brand during the event indirectly.

  • Use Quality A/V Equipment

    Quality audio and visuals are essential for engaging people visually and communicating successfully, regardless of the scale and type of your event. Your requirements may vary, but for the majority of events, you'll require one or more of the following.

    • High-quality projectors
    • Immersive LEDs, monitors, screens for digital signage
    • Lighting equipment such as spotlights, projection lighting, gobos, etcetera
    • Live streaming and video recording equipment
    • Speaker with large or small format according to your needs
    • Laptops and Computers
    • Technical support to manage equipment

    Keep in mind that many venues for events offer these services but you might not be able to get high-quality equipment. Furthermore, it may be difficult to run, and snafus at the last minute are very common while working with inexperienced people. That’s why it’s better to hire a dedicated event production partner for your event in Washington DC when it comes to audiovisual equipment.


    That’s where GIGRent comes into place which is an event production firm with a deep grasp of the most cutting-edge technology and a wide range of rental choices to serve audiences of all sizes, both physical and virtual. 

GIGRent

GIGRent offers modern technology and you can also hire professionals to manage the production side throughout your event, so you don't have to worry about anything. If you want to host a virtual event, then the GIGStream solution by GIGRent is the right option for you. It's a fully customizable, responsive, and easy-to-use streaming application that you can use to conduct a large event with up to 5,000 individuals. You can also schedule a free demo of GIGStream to try out its functionality in real-time.

Rent Your Required Equipment

In order to meet the unique needs of your event, you can rent any type of high-quality equipment from GIGRent such as LEDs, Projectors, speakers, cameras, lighting, and all the related audiovisual equipment. 

Rent Your Required Equipment

In order to meet the unique needs of your event, you can rent any type of high-quality equipment from GIGRent such as LEDs, Projectors, speakers, cameras, lighting, and all the related audiovisual equipment. 

Hire Professionals for Installation and Management

GIGRent is one of the best event production agencies in Washington DC that only offers premium-quality equipment. Moreover, it’s not possible for everyone to install such equipment because of its technicalities. That’s why the company also offers professionals to install and manage your selected equipment throughout your event. Moreover, you can also improve your day-to-day productivity with GIGRent’s equipment because you can rent it and install it in your home or office for your desired period of time.