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