This Behind the Machine podcast episode focuses on maximizing AV budgets for events, particularly nonprofit galas. Host Speaker A interviews AV expert Marissa Distillio about strategic budget allocation and cost-saving techniques. The discussion covers essential areas like audio, video screens, lighting, staging, and internet connectivity. The goal is to help event planners avoid common financial pitfalls while ensuring quality audience experiences through smart venue selection and equipment choices.

Key Topics Discussed:

Strategic AV Budget Allocation

The core message emphasizes knowing where to spend money versus where to save. Audio should always be a priority investment, while visual components like venue-provided screens can often be utilized effectively. The key is conducting thorough venue tours with AV professionals to identify existing resources and their capabilities before making equipment decisions.

Maximizing Venue-Provided Video Equipment

Many venues offer screens, monitors, and projection systems that can significantly reduce costs when properly utilized. However, venue projectors are often designed for corporate presentations rather than large events, so brightness and quality must be evaluated. The strategy involves using venue screens when possible while upgrading projectors or bringing in professional equipment only when necessary.

Lighting as a Cost-Effective Space Transformer

Lighting offers the biggest impact for transforming generic venue spaces into event-specific environments. Venues often provide up-lighting and pin spotlights that can be color-adjusted and repositioned. While these built-in options can save significant money, professional spotlights for stage work should always be brought in separately for proper control and speaker comfort.

Staging, Podiums, and Aesthetic Elements

Most venues provide basic staging and wooden podiums that can be enhanced rather than replaced. Simple additions like foam core boards with logos and strategic lighting can transform standard venue equipment to match event branding. Pipe and drape typically requires outside vendors but provides excellent backdrop solutions for photography and visual consistency.

Internet Connectivity as a Critical Foundation

Reliable internet is essential for modern events, especially those with digital donations, hybrid streaming, or payment processing. Venues vary dramatically in their internet capabilities, and inadequate connectivity can cost thousands in emergency solutions. Wired ethernet connections should be prioritized for critical functions, and internet testing should be conducted during venue tours with technical staff present.