Coordinate
Client, venue, supplier: communication and decisions stay together.
← All offersHEYVI Live · Delegation & project managementYou hand it over.
You hand it over.
We take it from here.
Your quote is approved. HEYVI takes over AV project coordination, prepares setup and supports you through event day, according to your chosen plan.
Fixed prices excluding VAT per event. Separate from the subscription, subject to availability.The process
From approved quote to event day, we keep things moving.
AV was ready. A shame no one had told everyone.Information, approvals and changes stay in one place. You no longer carry all the coordination.
- 1
You approve the quote
Choose and contract with your supplier, then send us the file.
- 2
We take over the file
We consolidate information and define what needs confirmation before setup.
- 3
We coordinate
Communication, follow-ups, approvals, access, timing and logistics: everyone knows their part.
- 4
We anticipate
A change? We assess its impact and find solutions within the agreed scope.
- 5
As far as you choose
Before setup, through its completion or during the event: you choose the level of support.
Our role
A remote AV project manager.
You stay in control. We handle the day-to-day.Anticipate
Missing information and dependencies are tracked before they hold up the project.
Resolve
We handle everyday decisions within the agreed mandate. Budget, scope or risk changes remain your decision.
Supervise
Depending on the plan, we monitor setup remotely and stay available during the event.
Three levels of delegation
Choose your level of support. And how long it lasts.
The same starting point: your approved quote. Support that extends as far as you need.
HEYVI
Easy
Until setup begins.You approve the quote. We take over the file and prepare the groundwork.
- File handover and schedule tracking
- Client, venue and supplier coordination
- Follow-ups, approvals and changes
- Access, deliveries and storage
- Day-to-day decisions within the agreed scope
- Preparation of the setup file
The assignment ends before setup starts.
790 € excl. VAT / event
HEYVI
Relax
Until setup is complete.Everything in Easy, with remote coordination to keep setup moving.
- Everything included in Easy
- Remote setup supervision
- Milestone and issue tracking
- Coordination with on-site teams
- Impact analysis and possible solutions
- Your approval when a decision is yours to make
The assignment ends when setup is complete.
1,490 € excl. VAT / event
HEYVI
No Stress
Until the event ends.Everything in Relax, and we stay available during your event.
- Everything included in Relax
- Availability during agreed hours
- Last-minute change tracking
- Assessment of incidents and their impact
- Coordination of unexpected AV requests
- Clear recommendations when you need to decide
Coverage hours and duration are defined in the agreement.
2,900 € excl. VAT / event
Fixed prices per event, excluding VAT. Scope, coverage hours and availability are agreed before work begins. No online payment.
Compare the three levels of delegation
| Support | Easy | Relax | No Stress |
|---|---|---|---|
| File, coordination and logistics before setup | Included | Included | Included |
| Decisions within agreed scope | Included | Included | Included |
| Remote setup supervision | Not included | Included | Included |
| Issue coordination during setup | Not included | Included | Included |
| Event support during agreed hours | Not included | Not included | Included |
| Incident assessment during the event | Not included | Not included | Included |
When plans change
An unexpected issue? We work on the solution.
We assess the issue, bring in the right people and present a recommendation when your decision is needed.
We needed a screen, some microphones and a stage. Not a crisis room.The room isn’t ready
We contact the venue, reorganise the schedule with the supplier and assess the impact on setup.
Delivery access is blocked
We find alternative access and identify the impact on timing and costs.
An extra technician is requested
We challenge the need, consider alternatives and ask you to approve any additional cost.
Storage space is no longer available
We seek a solution with the venue and supplier before considering an extra truck trip or cost.
Ready to delegate?
Tell us about your event.
Share your approved quote, date and venue. We’ll agree on the support level and scope together.
Requested service: HEYVI Live · On request
You delegate coordination. Everyone keeps their role.
HEYVI is responsible for coordinating information, approvals and escalations related to the AV file. The audiovisual supplier remains responsible for technical design, crews, equipment and execution. The organiser remains responsible for the event.
HEYVI does not replace technical direction or technicians. Any budget increase, major scope change or decision involving significant risk requires your approval.