| Exciting new technologies like interactive computer | | | | ruin a meeting. |
| use, live video enhancement of speakers, and | | | | To maximize your audio visual budget, try the |
| teleconferencing can be utilized but the associated | | | | following:o If using an outside vendor, choose a |
| cost of these new technologies can be steep. The | | | | reputable company and reserve equipment early. |
| type of AV support you will need for your | | | | If you have never worked with the supplier |
| meeting or event may be simple or more | | | | before, ask for references and check them.o |
| complex. Be sure to review all your options and | | | | Negotiate all costs. Package deals are good for |
| plan ahead:o Get a list of all speakers' needs well | | | | you and the rental companies. If they know your |
| in advance of your meeting date and schedule a | | | | needs and have your timelines, it will be more |
| rehearsal.o Allow for rehearsal and set-up time in | | | | cost effective.o Make sure all agreements are in |
| your meeting rooms.o Give speakers a chance to | | | | writing. If one company is not able to meet your |
| rehearse with equipment they will be using.o Test | | | | needs, look at other companies until your needs |
| equipment immediately prior to the beginning of | | | | are met.o Provide clear instructions in writing. |
| the event. Check acoustics | | | | Include agendas and room layouts so your |
| Clap your hands sharply... talk loudly... listen | | | | vendors know exactly what you expect.o If you |
| carefully | | | | need help, find experienced production managers |
| Check to see if there are any echo's or dead | | | | and technicians to oversee the AV portions of |
| spots. | | | | your event. Introduce yourself to the technicians |
| Do drapes or acoustic panels need to be added.? | | | | who will be working your event, and find out how |
| Plug-in and test the audio. | | | | to contact them should the need arise.o Barter |
| Is the public address system working? | | | | goods and services with your rental companies. |
| Is there any feedback at working level? | | | | They may want to advertise in your publications, |
| Are the speakers correctly placed? | | | | exhibit at your trade show, or acquire leads from |
| Are there enough microphones, cords, stands? | | | | your attendees.o Guaranteed performance is |
| Have spare bulks and extension cords on hand. | | | | often a policy of AV companies. They will |
| If you are taping, is the tape recorder microphone | | | | compensate clients for rental costs in the event |
| working? Check to see if you have to erect a | | | | of equipment failure. Even better, many will |
| stand or move a table | | | | provide on-site back-up. |
| Is the audiovisual the right distance from the | | | | Check the audio-visual equipment that is available |
| screen, rigid and level? | | | | at the meeting facility you are using. Many facilities |
| Know the location of circuit breakers and fuses | | | | have their own in-house audio department. Ask if |
| Have spare fuses and standby circuits ready | | | | any audio-visual equipment is included in your |
| Test the intercom system. | | | | room charge? Be sure to check out the quality |
| Is the emergency work light ready?o Having a | | | | and age of the equipment provided. |
| technician available to attend to your needs | | | | Most facilities only provide a podium and |
| throughout the meeting may be your best | | | | microphone, so you will need to rent additional |
| insurance policy.o If the facility where you are | | | | equipment from a qualified local audio-visual rental |
| holding your meeting has AV equipment available | | | | company. The facility where you are holding your |
| check to make sure it is in good working order.o | | | | meeting or the local Convention and Visitors |
| Remember that poor-quality AV equipment can | | | | Bureau can provide recommendations. |