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Dorian J
many meeting budgets., (and is subject to “markups” by in-house audio visual vendors), I thought I would use this issue of the newsletter to outline a few basic guidelines for specifying audio visual equipment rental requirements. Hopefully these suggestions will help clients make more cost-effective use of their available funds. This article deals with small to medium-sized “breakout” style meetings. Next time I will offer specific advice for larger “general essions”. For smaller events, (maybe 5 – 10 participants), if visual support is really needed, I would suggest the use of a flipchart, easel, small screen, LCD projector, laptop computer and AC and VGA power cables. As many clients now own their own laptop computers, and LCD projectors, they only need to rent a small screen and the flipchart. A useful tip here is to provide your own flipchart pads and pens. Some venues have a “trick” whereby the provide partially used pads and/or replace them every day, even though only a few pages will have been used. As average charges for flipchart paper run to $30.00 a pad, (charged daily), clients can easily end up paying for the same paper two or three times over the course of a meeting. Clients should also check to see that they are not getting charged for the AC power cables and power strips. These items should really be included in the breakout room rental. For smaller meetings it is likely that you will have a boardroom table, or a couple of banquet tables set boardroom style. If you place your laptop and LCD projector on the table you can avoid a charge for a projection cart. If the meeting is slightly more sophisticated (10 – 20 people), the same basic set up works very well. Other than maybe renting a slightly larger screen, and a projection cart, the basic configuration remains the same. Some clients consider at least one microphone and mixer for sound reinforcement, but as this requires an additional rental charge many presenters would do well to simply project their voices with slightly increased volume. Once again, venues may well try to rent you a sound system but unless you plan to make an audio recording of the presentation, a microphone, mixer and house sound may not be necessary. Sound reinforcement is advisable , however, if your audience size reaches 30 or more. In that case I would recommend a podium microphone, with mixer, room audio patch or loudspeakers on stands. Wireless lavaliere or hand held micropjhones allow greater mobility, but can be pricey. For video and/or dvd replay, the simplest set up is to rent a 27” TV with a dvd/vhs player or even in the form of a “combo unit.” These are generally supplied on skirted carts, which is fine for smaller groups. As the audience size increases you might think about hooking the dvd/vhs player into your LCD projector. Many LCD projectors have built in sound, and if you add a larger screen your presentation will look that much better. As the human body tends to absorb sound, it might be advisable to add sound reinforcement via a “direct audio” connection, mixer and loudspeakers or house sound. As you can probably tell by now, whilst the size of the audience may increase, it is not always necessary to increase the level of technical sophistication in leaps and bounds. Essentially it is a matter of adding components to a basic system. In all cases, it would be advisable to request a technical operator to supervise the start of the meeting. This will allow for any issues to be resolved immediately. Once the meeting is up and running, full-time technical assistance is not always necessary. If, however, you are likely to be using more than one microphone; plan on making an audio/video recording; or are deploying a mix of lavaliere and handheld wireless microphones, you would be wise to consider the services of a dedicated “in-room” technician. If you have several presenters sitting at top table, each will require a separate microphone. You should also consider using a VGA switcher for multiple laptops to LCD connection. One other technique I have used, with great success, is to send out technical questionnaires to all presenters well, in advance of the event. By asking them to list any audio visual equipment they might need you can anticipate your needs in advance. You will also be better able to keep equipment rental charges under control. One tip here is to ask that rentals of 3 days or more should be priced at “show rates per week”. This package will give you 4 – 5 days rental for the price of 3. Finally, setting aside some time for rehearsals will allow the client to deal with any potential “last-minute” issues that might crop up. This is very important with multiple presenters, who will need to check the room, equipment and hand-over techniques. Dealing with “pop-ups” at the last moment causes panic, unnecessary stress, and extra expenditure. The DirectorAV Audio Visual Needs Assessment Module is now available for purchase via the “Products” page on the DirectorAV website. This valuable resource has been developed as a guide to the planning and staging of audio visual presentations. It contains advice, guidance, practical tips and “best practice” recommendations for successful presentations. The Module is on sale for $25.00, (plus shipping for DVD or printed Formats). Check the “Products Page” for details. A 25% discount is offerd for orders placed before December 31st ! Dorian J Blagg. DirectorAV. 4224 St Paul Way, Suite 103. Concord, CA, 94518. Tel: (925) 726 7391. Fax: (484) 726 3805. E-Mail: dorian.blagg@directorav.com Web: http://www.directorav.com Article Directory: Article Dashboard Other articles from Public Relations... |
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