Audiovisual for the world of Event Planning

1. Audiovisual for the world of Event Planning John Ocampo, CGMP, GVEP

2. Audiovisual (AV) technology is one of the most challenging areas for meeting planners. In this age of utilizing the latest and greatest technology, meeting planners must be on top of their game or at least know who to call.

3. What, Where, When, How many We Need?

4. Programming/Needs Assessment • This may include: • A review of a facilities floor plan for optimum sight lines for video displays • What equipment is needed • Determining how all of that equipment will interconnect to each other and how it will be controlled

5. Function Space • The layout of the function space will have to accommodate your program's : • specific needs for audio visual equipment setup and production. • including rigging of lights if needed. • The function space should be: • without obstacles • low ceilings • reflecting mirrors or windows

6. Most Common Types of Audiovisual Enhancements • Lighting • Projection • Screens • Sound • Riser A microphone and sound system should be required for attendance of 50 people or more, or if it is to be held in an area where acoustics are questionable.

7. What: • How many people • Rooms • General session • Breakouts • Registration Area • Small Suite for Emergency Management Team • Board Room(s) • Speaker Ready Room(s) • Secure Space (Office) • Secure Storage Room • Exhibit Area • Internet Connection Fee - WiFi

8. Room Size: 500 sqft Reception: 50 people Theatre: 55 people Rounds 60”: 40 people 1000 sqft Reception: 105 people Theatre: 111 people Rounds 60”: 80 people 1500 sqft Reception: 158 people Theatre: 166 people Rounds 60”: 120 people 2000 sqft Reception: 211 people Theatre: 222 people Rounds 60”: 160people 3000 sqft Reception: 316 people Theatre: 333 people Rounds 60”: 248 people 4000 sqft Reception: 421 people Theatre: 444 people Rounds 60”: 328 people Meeting / Banquet Space Calculator http://www.hotelplanner.com/Common/Popups/SpaceCalculator.cfm

9. Basic Small Meeting • Flip chart , Easel, Whiteboard, Podium • Ask speaker about audiovisual requirements and get written confirmation • From speaker - From venue • Lighting • Speaker • Podium with light to see notes • Test light before meeting – Have an extra bulb in case it burns out • Audience • Enough light to read notes, handouts • Lower lighting makes presentation more visible – avoid wash out • Check lighting at least 1 hour before meeting to adjust

10. Basic Small Meeting cont. • Sound • Plug computer into sound system in meeting room at least 1 hour before meeting • Use external speakers to ensure all attendees can hear • Projection • PowerPoint most widely used • Screen • Make certain bottom of screen is at least 2 feet off bottom of the floor. Ensure audience can see the entire screen • Screen height should be the distance from the screen to the back wall divided by eight (8). • Chairs • No closer to the screen than 1.5 times the screen’s height. • Ceilings • Ceilings should be at least 10 feet high

11. Questions Planers Should Ask? • Is the audiovisual in house or contract out? • Is there a Union? • Is the audiovisual tech in house? • Are there charges for setup and move-out days? • What is the cost for electrical hook-up? • What is normally provided by the facility as part of the room? • a. Microphones • b. House sound system • c. Flipcharts • d. Easels • e. Lecterns • f. Other items

12. AV Requirements for Speaker Presentations • Microphones • Does speaker prefer handheld or lavalier (lapel) microphone? • Does speaker prefer wireless or wired microphone? • Is a mixer required? • If have more than one source of audio, need one • Microphone, Mp3 player, DVD, Computer Demo audio • Is sound technician needed? • Can we use the house sound system? • Will other input devices be used? • Demos, Ipads, MP3 players, computers, DVDs

13. AV Requirements for Speaker Presentations cont. • Projectors and Screens • Is the slide show in standard or widescreen? • Is standard tripod or fast-fold screen preferred? • Is the presentation to be front or rear projection? • Is wireless remote control needed? • Does the presenter have notes or need teleprompter? • What is the screen size? • Largest screen in room: • Height of ceiling minus 4 feet • Ceiling 13 feet minus 4 feet = 9x12 screen

14. AV Requirements for Speaker Presentations cont. • Video • What size? What format? • Computer interface? • What make and model computer will be used? • Macs need special adaptors to hook into the projector • What is the presentation resolution? • Any wide screen presentations • Any HD presentations • How many computers and playback devices? • Determines the switcher you need • More inputs, larger switcher required • Does the speaker need an Internet connection? • Sometimes speaker has remote presenter or demo to present

15. AV Requirements for Speaker Presentations cont. • Recording • What is the purpose of the recording? • For reference? For training? For sale? For a client? • Helps AV company provide solution to best suit your needs for recording

16. AV Requirements for Speaker Presentations cont. • Some last notes • Have equipment set and running one hour prior to meeting • If speaker wants equipment setup the night before the meeting, for rehearsal, make sure you arrange with the venue to have personnel available to operate equipment • If technical specialists is required, allow for 4 hour minimum and overtime rate after 5 p.m. and on weekends

17. Developing the AV Budget Audio visual services and equipment must be a high priority when budgeting for a meeting or event. Options span a wide spectrum of equipment and technology ranging from a basic flip chart to a highly technical videoconference.

21. Questions?