At a recent event, I was reminded of how easy it is to overlook certain pieces of key information or communication that could be vital to the success of an audiovisual solution. In particular, this information applies to small associations or smaller meetings where there often isn’t a formal production crew or Technical Director.
So, this month, here are two key items to share with your AV team if you want to save time, hassle and even money!
- Changes in the number of attendees. This might seem like more of a concern for F&B, but it is important to your AV service, as well. For instance, if you have a significant change in attendees, you could have additional or reduced needs to accommodate in order to ensure a quality experience for all attendees.
- Example: You’re disappointed that your conference registrations are at about 60 percent of your original estimates. Three weeks before, you happen to mention to your AV provider that you’ve downsized considerably. Good news! Your AV team reviews your breakout rooms and sees the opportunity to eliminate several of your breakout packages, saving you thousands of dollars in labor and equipment.
- Space planning. When you add, subtract or even move tables around, you absolutely should let your AV team know. While it might not seem absolutely necessary, there are many ways in which this impacts their activities. Most equipment is specified based on your room arrangements. If you rearrange tables, there is the risk of jeopardizing your desired set up.
- Example: You were thrilled that you saved money in rigging charges because you had enough room for a rear-projection arrangement and all ground-supported audio and lighting. However, when your program committee met, you determined you needed to shift seating from theater to rounds. Suddenly, your seating footprint has expanded drastically. Your AV team now needs you to expand into the additional space in the ballroom in order to keep the rear-projection set up and determine if there are other needed changes.
Next month I will provide two more suggested pieces of information to always share with your AV teams.