Event production: briefing one AV and staging supplier in Malta

Suppliers price from the brief, and a thin brief produces a quote padded with assumptions. Give the venue name or site, the room or area, audience size and layout, the running order, and the kind of content: speeches only, a panel with microphones, video playback, a live band, hybrid streaming. Say what the venue provides in-house and whether the venue insists on its own AV contractor or charges a fee for outside suppliers.

Timing drives cost as much as kit. Load-in and rehearsal time, overnight crew, a get-out after midnight and parking for trucks all appear on the invoice. Ask the venue for its access times, loading dock details and rigging plan before you ask for quotes.

• venue, room dimensions, ceiling height and available rigging points
• audience numbers and layout: theatre, cabaret, standing, outdoor
• running order, rehearsal needs and technical contacts on the day
• content: presenters, presentations, video, music, streaming or recording
• power available at the venue or site, and whether generators are needed
• branding, set design and staging requirements
• load-in, show and get-out times

Two quotes for the same conference can differ because one includes a vision mixer, a confidence monitor for the speaker, radio microphone spares and a dedicated technician for each discipline, while the other does not. Ask for an itemised equipment list with quantities and models, crew roles with hours, and transport. That makes it possible to compare like with like and to remove items you do not need.

For LED screens, ask about pixel pitch in relation to the viewing distance and whether the screen is ground-stacked or flown. For sound, ask how the system will cover the whole room evenly. For staging, ask about load ratings, edge protection and access steps. A good supplier explains these choices in plain language.

Marquees, stages, grandstands and towers are temporary demountable structures, and the risks include wind loading, ground conditions and incorrect assembly. The supplier should provide design information, a method statement for building and dismantling, and a plan for weather, including the wind speed at which the structure is evacuated or taken down.

Many larger outdoor events also follow the Purple Guide.

In the contract, set out the scope, the delivery and collection times, cancellation terms, who insures the equipment while it is at the venue, and the supplier's public liability insurance. Ask for risk assessments and method statements in time for the venue's own deadlines.

The GDPR applies to photos and guest lists; in Malta the Information and Data Protection Commissioner (IDPC) is the supervisory authority. If a supplier processes personal data on your behalf, you need a data processing agreement.

Maltese companies are registered with the Malta Business Registry. Ask suppliers for their company and VAT numbers, and whether they work in English, Maltese or both.

Source: idpc.org.mt · eur-lex.europa.eu · mbr.mt

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