AUDIO VISUAL TIPS

26 Dec 2012

Overview

Successful organizations are always trying to increase their productivity and reduce everyday running costs. Many of our companies have been able to achieve these goals with the implementation of Video Communications facilities.
Video Communications in an organization generally delivers 5 measurable benefits.

Reduced Travel Costs
Increased Productivity across Dispersed workforces and teams
Spontaneity of communication
Sustained Competitive Advantage
Support for Environmental initiatives

We are specialists in helping companies achieve these goals. We have the ability to consult, specify and deliver high quality Video communications to any room or environment. We assess and compensate for lighting and audio factors, ensuring your conferencing experience is “as good as being there.”

Audiovisual Negotiating Tips For Meeting Success

1. Focus on your strategic goals instead of the equipment you think you need.

Concentrate on what you what to happen with AV. Share your budget parameters and let your AV partner propose solutions that give you the most for your money. Ask for an estimate that includes good, better and best options that meet your meeting goals.

2. Schedule speakers with the same or similar AV needs in the same room.

This cuts down on setting up and tearing down equipment as well as labor costs.

3. Consider show rates instead of per day rates.

Sometimes you can get better rates in the summer months as the demand is lower. When you utilize the same equipment in a meeting room on multiple days, discounts should follow.

4. Secure your AV vendor for multiple events and years.

Frequently, if you contract your AV vendor for multiple events and/or years, they will give you a significant discount from their prices. I used to secure my AV vendor for three years with a 30% discount on equipment rental fees. My agreements always gave me an option to cancel.

5. Negotiate tear down discounts.

Set up takes two to three times longer than strike labor. The AV team needs to test, adjust and retest equipment.

6. Remove any exclusivity clause in your venue contract.

If you bring in your own AV provider, an in-house preferred supplier may want five percent for lost opportunity because you didn’t use them.

7. Request a schedule of power and rigging fees.

These are negotiable and often overlooked.

8. For audiences of 3,000 or less, don’t fly the projector.

Keep the projector on the floor for smaller audiences and consider rear projection. It’s more expensive to fly the equipment on lifts from the ceiling.

9. Secure a guarantee on final bill price.

Ask for a guarantee that the final bill will not exceed the estimate by more than 10 percent without authorized changes.

10. Seek a win-win.

Don’t be afraid to ask for something free or greatly discounted if the AV company is making additional money from exhibit orders. Some AV companies will offer you a rebate on exhibitor orders.

11. Get a grip.

Don’t expect cutting-edge technology for overhead projector prices.
What AV negotiation tips would you add to this list? What are some cool AV technologies that you’ve used recently?

22 Dec 2012

http://www.projectorcentral.com/glossary.cfm

Tips on Planning Your A/V Set-up

Arrange the front of the meeting room so that either the screen or stage is angled for ease of viewing by the speaker.
Make sure the speaker can see and be seen. Podium lights help the speaker with his or her text. But a light wash is essential when the room is dark for A/V.
When a speaker is using slides, the podium microphone should be mounted on the side of the podium nearest the screen. This assures that the speaker will talk directly into the microphone when he/she refers to the screen.
When providing an overhead projector for a speaker, always add a lavalier microphone at the projector so the speaker doesn't go "off mic" when using the projector.
Flipcharts are only effective for small groups. For a larger group, substitute an overhead projector equipped with an acetate roll and acetate markers.
Make sure there is adequate lighting on flipcharts.
When high mobility is essential, provide wireless accessories such as projector remotes, microphones, and pointers. Remember, wireless equipment run on batteries, so limit usage, and be sure to have spare batteries on hand.
For maximum visibility, the bottom of the screens should be at least 48" from the floor.
To determine screen size for the room - the distance to the rear-most seat should be no more than ten times the width of the screen.
Rear-projection screens have a much narrower viewing angle than front projection screens.
Laser pointers travel further than electric pointers without the need to defocus and provide a bright, red, highly visible image. They are better for applications where the screen is at a distance from the speaker.

Consider electrical needs

Lighting, audio, and other technical services that can be used in any given venue are dependent on the amount of electrical power that can be supplied. Don't assume sufficient power will be readily available. Regardless of the buildings age, be sure to check the electrical needs for any equipment being used with your suppliers.
The number of outlets visible in an event space does not indicate the amount of electrical power available. There is no correlation between the outlets and number of circuits they represent. Ask what the electrical capacities are.

21 Dec 2012

Shot Throw Projector Mount

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