AV department as a serviceWe managed to turn a few microphones into 38 emails and 6 people in the loop. It was time for a different approach.

Focus on your event.
Not the audiovisual.

Less back-and-forth. A clear, feasible AV brief, ready to share with suppliers.

Paste a message, add a file, or use your voice.

Save timeWe take it from here

The right questionsUnclear points clarified.

Better prepared eventsA clear, shared file

15 years of experience and over 5,000 events delivered by us and our operators.

You forward this…

From: your client
To: your hotel
Conference · 180 people

Hello,

We are organising a conference for 180 people on 12 November. We need a main screen, 4 handheld microphones, video recording and a speaker joining remotely.

Thank you!

Event_overview.pdf

Forward my request

Pass it on

The right message. Already written.Ready for your conversation.

Your message, ready to customise

Example request · Forward opens your email app.

We take your request from here.

HEYVI takes it from here

Your request becomes clear.

The requirements are understood, information comes together and missing details are identified. Everything stays in one file.

We wanted to organise an event. We ended up organising the information.

Analysing request

Here is what we understand from your request.

Event: Conference
Date: 12 November
Participants: 180
Venue: Grand ballroom, to confirm
AV needs: Screen, 4 mics, recording, video call

Checking missing information

Example workflow

Your AV request, made simple

Describe your event.

A message, a file or your voice. We take it from here.

Tell us about your event.

Prefer another way?

Send by email

Pass it on

The right message. Already written.Ready for your conversation.

Your message, ready to customise

Free to try · No commitment

From your request to a clear plan

Before · back-and-forth builds upHours, sometimes days

Collect, forward, chase. Then start again.

With HEYVI · processing target

For an already registered hotel, structure the request and identify what needs confirming.

Target to validate during pilots, excluding time waiting for client or venue replies. The file is ready for consultation once the required information is confirmed.

Request received

We confirm receipt and summarise the key details.

✓ Received

Conference · 180 participants 12 November Room to confirm

Understanding & questions

We identify what is needed to move forward.

○ Analysing

1. Does the event need recording? 2. What room layout? 3. What are the exact timings?

Venue feasibility

We check constraints with the venue.

○ Checking

✓ Room availability ✓ Existing equipment ○ Setup to confirm

Brief ready

The brief is structured and ready to share.

✓ Ready

Technical brief Requirements summary Recommendations and confirmed details

Your event, your expertise

Keep the AV moving. Keep your event moving.

Hotels and venues

AV stops holding up your proposal.

Hand over technical questions so you can move your whole proposal forward. Venue equipment, constraints and changes stay together in the file.

Event agencies

A project ready for client approval.

Your needs are understood and translated for AV professionals. Present your client with clear scope, recommendations and decisions to make.

Companies

Organise without becoming an AV expert.

Focus on the programme and speakers. We prepare the brief and track technical details, with your suppliers or those we recommend.

Your request. Our method.

From a rough request to a usable brief.

Here is what you receive: clear requirements, technical recommendations and questions to confirm with the venue. Replay the steps to see how the file comes together.

Your starting request

“We’re organising a hotel seminar for 120 people. Two speakers and some slides. Can you help with the technical side?”

That’s enough to start. No brief to prepare, no technical questions to figure out.

You keep your focus on the event. We take care of the AV.

The HEYVI method

Your AV file

The need is understood

120 guests need to see presentations and hear both speakers.

The use is clarified

In this example: two speakers talking together and audience questions. No videos with sound.

The venue is part of the answer

The venue’s screen and sound system are included in the scope. Room coverage and access times still need confirmation.

The supplier knows what to quote

Speech, audience questions, slides and technical support. Additional equipment and costs to be detailed.

A file ready for supplier consultation

Structured needs. Open questions identified. You choose what comes next.

My suppliers or HEYVI sourcing ↗

Your next event deserves better than an endless email chain.

Let HEYVI help turn your request into a clear, feasible AV brief, ready to quote.

Send my next request

You keep the choice

Your suppliers or ours.The file stays the same.

Keep your usual partners or let us do the search. Either way, HEYVI prepares a qualified file with feasibility checks and any points still to confirm.

Same engine. Same file. You decide.

Your partners

Yes. I’m keeping my suppliers.

Keep working with your usual partners. HEYVI helps them with a clear, qualified and up-to-date file.

Prepares the file to share
Centralises conversations
Tracks changes
Maintains one version of the requirements

Prepare my supplier briefKeep your existing supplier relationships.

HEYVI sourcing

No. Find me the right ones.

Let HEYVI handle sourcing too. We look for suppliers suited to your project, criteria and constraints.

Search for qualified suppliers
Selection based on your criteria and availability
Quotes built on the same basis for comparison
Talk to suppliers and approve directly

Start sourcingYou choose. HEYVI never imposes a supplier.

In every case

One shared file.
Every possibility.

Your requirements are qualified once. Whether you approach your own suppliers or those suggested by HEYVI, everyone starts from the same specification.

Qualified requirementsclear and complete
Feasibilityvenue, constraints, logistics
Specificationone shared basis for quotes
Change trackingthe same file for everyone

And when the agenda changes?

An update reaches HEYVI and its impact carries through.

Your HEYVI file is the shared source of truth. Each change is checked against information from the client, venue and supplier. Discrepancies are flagged, then once confirmed, the file is updated for everyone.

Update received

File analysis

Impacts identified

Targeted clarification

One version for everyone.

FILE · CONVENTIONTracking example

Update detected

A new email from the hotel

Guest arrival: 9 am → 8 am

Targeted clarificationHEYVI checks the impact on the other items.

6tracked items

3aligned

2to confirm

1mismatch detected

Compare information from the buyer, venue and supplier
Key item	Buyer	Venue	Supplier	Status	HEYVI action
Guest arrival	9 am	8 am	9 am	Mismatch	Ask the hotel to confirm
Number of speakers	2	2	2	Aligned	None
Number of participants	126	126	126	Aligned	None
Video recording	Yes	Yes	Not mentioned	To confirm	Ask the supplier to confirm
Setup access	Not provided	6 am	6 am	Partial	Ask the client to confirm
On-site screen	Not required	Available	Available	Aligned	No addition needed

HEYVI understands what a change meansIt identifies the gap, who needs to respond and what it affects in the file.

Clarification in progress

Confirmation requested from the hotel.

Before HEYVI: everyone has their own version of the file. With HEYVI: one source of truth, tracked changes and recorded decisions.

A plan for every need

Audiovisual, without the back-and-forth

Start free. Move to Pro when the files keep coming. Choose Team when everyone gets involved.

Supplier sourcing is available on every plan. ↗

Free1 standard request

€0/ month

See what HEYVI can do with a real request.

Send an email, an agenda or a few lines. HEYVI analyses the need, spots what is missing and turns your request into a usable AV brief.

Included

Analysis of one standard AV request
Limited brief size
Requirements qualification
Missing information detection
Consistency checks
Venue constraints taken into account
AV brief generation
Your HEYVI account

Limit: Free covers a standard request. If the file is too large or complex, HEYVI will offer an upgrade to Pro so you can continue.

Analyse my first request

No credit card. No need to prepare a brief.

Pro5 active files

€99/ month

Stop managing AV between emails.

Up to 5 active files at once. HEYVI keeps information up to date and continuously checks that the client, venue and supplier are working from the same version.

Everything in Free, plus

Up to 5 active files
Unlimited initial analyses within normal usage
Brief size without a standard limit
A living AV file
A file shared with stakeholders
Client, venue and supplier working from the same file
A shared source of truth
Continuous mismatch detection
Identify who to ask when something is unclear
Change tracking
File history
Changes propagated across the file
Light multi-user access

Upgrade to Pro

Five active files. Much less to keep in mind.

Team20 active files

€299/ month

When five files are no longer enough.

Everything works just like Pro, with the capacity to support a busier events operation.

Everything in Pro, plus

Up to 20 active files
Full multi-user access
More collaborators on your files
Visibility across all active files
The same continuous alignment at a larger scale

Choose Team

For those managing several events. Often at the same time.

During beta, we confirm access and terms with you. No payment on this page.

Compare plans in detail

Scroll across the table to compare all three plans. →

Free, Pro and Team comparison
Service	Free	Pro	Team
Price	€0	€99 / month	€299 / month
Initial analysis	1 standard request	Unlimited within normal usage	Unlimited within normal usage
Active files	1 one-off	5	20
Brief size	Limited	No standard limit	No standard limit
AV qualification	Yes	Yes	Yes
Venue feasibility	Yes	Yes	Yes
Structured brief	Yes	Yes	Yes
Living file	No	Yes	Yes
Buyer / venue / supplier	No	Yes	Yes
Source of truth	No	Yes	Yes
Mismatch detection	No	Yes	Yes
Change propagation	No	Yes	Yes
History	No	Yes	Yes
Multi-user access	No	Light	Full
HEYVI sourcing	Available	Available	Available

Pricing questions

Is a human review included in the subscription?

No. Free, Pro and Team provide access to HEYVI tools without a systematic human expert review of every file. HEYVI Expert Review is a separate, one-off service available on every plan, at €79 excluding VAT to check a quote, €99 excluding VAT to optimise it, or €149 excluding VAT to challenge a project. Scope and price are agreed with you before work begins.

Can I start for free?

Yes. Free lets you analyse your first AV request and discover how HEYVI works.

What if my request is too complex for Free?

HEYVI lets you know before continuing and offers an upgrade to Pro. You will not be left stuck halfway through a file without an explanation.

What does ‘active file’ mean?

A file is active while the event is being prepared and HEYVI continues to track its information, changes and stakeholders. Once completed or archived, it no longer counts towards your active-file limit.

Do I have to use HEYVI’s suggested suppliers?

No. You can work with your own suppliers. HEYVI remains the shared file for your team, the client, venue and supplier.

Is there a fee for sourcing?

Sourcing is available with Free, Pro and Team without upgrading. It is a separate mandate, paid through a commission from the selected supplier. Terms are disclosed before the mandate.

Need human support? Expert Review ↗HEYVI Live ↗

Before sharing a file

A few useful answers.

What does HEYVI do for my hotel or agency?

Share your client’s AV request. We clarify the requirements, check constraints with the venue and prepare a technical brief ready for suppliers. You keep control of the client relationship and commercial decisions.

What should I send you?

Your client’s email, a programme, a PDF or a few lines are enough. No need to prepare a brief or understand the technical details. We contact you for any missing information.

Can I keep my suppliers?

Yes. You can share the file with them. Alternatively, HEYVI can find suitable suppliers and bring their proposals together. Sourcing is a separate mandate, paid through a commission from the selected supplier. The supplier remains responsible for technical execution.

What if the programme or requirements change?

Share the new information with us. Within the agreed tracking scope, HEYVI updates the file and flags points needing confirmation between client, venue and supplier. During beta, tracking features are enabled progressively with our team.

How much does it cost?

Free lets you try a first standard request, with no payment card. Pro: €99/month for up to 5 active files. Team: €299/month for up to 20 active files and team use. No paid subscription is activated automatically.

Is it available and how do I start?

Yes, in beta. Submit a real request on HEYVI and enter your email. Our team contacts you to handle it and help you get started. No account is needed for the first submission; workspace activation is then handled with our team.

Your event isn’t complicated. The emails around it are another story.

Already have an AV request?

No need to prepare it. Pass it to HEYVI.

Analyse my request for free