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

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

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

Programming/Needs Assessment

5

• 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

Function Space

6

A microphone and sound system should be required forattendance of 50 people or more, or if it is to be held in an area where acoustics are questionable.

• Lighting• Projection • Screens • Sound• Riser

Most Common Types of Audiovisual Enhancements

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

500 sq ftReception: 50 peopleTheatre: 55 peopleRounds 60”: 40 people 1000 sq ft

Reception: 105 peopleTheatre: 111 peopleRounds 60”: 80 people1500 sq ft

Reception: 158 peopleTheatre: 166 peopleRounds 60”: 120 people

2000 sq ftReception: 211 peopleTheatre: 222 peopleRounds 60”: 160people 3000 sq ft

Reception: 316 peopleTheatre: 333 peopleRounds 60”: 248 people 4000 sq ft

Reception: 421 peopleTheatre: 444 peopleRounds 60”: 328 people http://www.hotelplanner.com/Common/Popups/

SpaceCalculator.cfm

Meeting / Banquet Space Calculator

Room Size:

9

Basic Small Meeting

Flip chart , Easel, Whiteboard, PodiumAsk speaker about audiovisual requirements and get written confirmation

From speaker - From venue

• Lighting

SpeakerPodium with light to see notesTest light before meeting – Have an extra bulb in case it burns out

AudienceEnough light to read notes, handoutsLower lighting makes presentation more visible – avoid wash out

Check lighting at least 1 hour before meeting to adjust

10

Basic Small Meetingcont.

• 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

• 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. Microphonesb. House sound systemc. Flipchartsd. Easelse. Lecternsf. Other items

Questions Planers Should Ask?

12

AV Requirements for Speaker PresentationsMicrophones

1. Does speaker prefer handheld or lavalier (lapel) microphone?2. Does speaker prefer wireless or wired microphone?3. Is a mixer required?

a. If have more than one source of audio, need onei. Microphone, Mp3 player, DVD, Computer Demo audio

4. Is sound technician needed?5. Can we use the house sound system?6. Will other input devices be used?

a. Demos, Ipads, MP3 players, computers, DVDs

13

Projectors and Screens

1. Is the slide show in standard or widescreen?2. Is standard tripod or fast-fold screen preferred?3. Is the presentation to be front or rear projection?4. Is wireless remote control needed?5. Does the presenter have notes or need teleprompter?

6. What is the screen size? Largest screen in room:

Height of ceiling minus 4 feetCeiling 13 feet minus 4 feet = 9x12 screen

AV Requirements for Speaker Presentations cont.

14

AV Requirements for Speaker Presentations cont.

Video

1. What size? What format?2. Computer interface?3. What make and model computer will be used?

a. Macs need special adaptors to hook into the projector4. What is the presentation resolution?

a. Any wide screen presentationsb. Any HD presentations

5. How many computers and playback devices?a. Determines the switcher you need

i. More inputs, larger switcher required6. Does the speaker need an Internet connection?

a. Sometimes speaker has remote presenter or demo to present

15

Recording

• What is the purpose of the recording?a. For reference? For training? For sale? For a client?

i. Helps AV company provide solution to best suit your needs for recording

AV Requirements for Speaker Presentations cont.

16

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

AV Requirements for Speaker Presentations cont.

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.

18

Event Cost Estimate for:

MISCELLANEOUS

DESCRIPTION QTY. RATE NO. OF NIGHTSSUB TOTAL SERVICE FEE %TOTAL SVC FEETOTAL COMMENTSElectrical Power Drop Fees 500.00$ 0 -$ 24% -$ -$ Misc Hotel Fees/Trg Materials Box handling fees $15.00 -$ -$ -$ TOTAL MISCELLANEOUS -$

AV EQUIPMENT RENTAL

DESCRIPTION QTY. RATE P/D NO. OF DAYSSUB TOTAL SERVICE FEE %TOTAL SVC FEETOTAL COMMENTSLCD Projector 650.00$ -$ 24% -$ -$ Laptop Computer 350.00$ -$ 24% -$ -$ Screen 50.00$ -$ 24% -$ -$ Microphone (Lav/HH) 125.00$ -$ 24% -$ -$ Microphone (Table/St) 35.00$ -$ 24% -$ -$ Flipchart Package 50.00$ -$ 24% -$ -$ Telephone Line $100 -$ 24% -$ -$ Polycom/Phone Unit 125.00$ -$ 24% -$ -$

Speaker/Sound System 100.00$ -$ 24% -$ -$ Internet 150.00$ -$ 24% -$ -$ Wireless Mouse/Laptop $40.00 -$ 24% -$ -$ DVD Player 150.00$ -$ 24% -$ -$ Technician On Duty $225.00 -$ 24% -$ -$ Easels 50.00$ -$ 24% -$ -$ Speaker confidence monitor 250.00$ -$ 24% -$ -$ TOTAL AV EQUIPMENT RENTAL -$

ADDITIONAL FEES

DESCRIPTION QTY. RATE NO. OF NIGHTSSUB TOTAL SERVICE FEE %TOTAL SVC FEETOTAL COMMENTSElectrical Power Strips $15.00 -$ 24% -$ -$ Lectern/Podium $40.00 -$ 24% -$ -$

Re-Key Office & Storage Rm $75 -$ 24% -$ -$ TOTAL ADDITIONAL FEES -$

19

COMPANY NAME: ______________________________________Offer Valid Until: _______________________________________

Audio Visual Equipment & Technical Services Quantity# of days

Unit Price

Total Price

General Session        XGA LCD Projector     $0.00 $0.00Front or Rear Projection Screen     $0.00 $0.00Velour Dress Kit     $0.00 $0.0030” or larger Flat Panel Monitor with appropriate stand     $0.00 $0.00Wireless Remote Computer Control System     $0.00 $0.00Pentium 4 laptop personal computer w /DVD player     $0.00 $0.00Small Sound System     $0.00 $0.00Seamless Graphics Switcher     $0.00 $0.00Push-To-Talk microphones     $0.00 $0.00Microphone Mixer     $0.00 $0.00UHF Wireless Microphone System - Lavaliere     $0.00 $0.00UHF Wireless Microphone Systems     $0.00 $0.00Microphone Floor Stands     $0.00 $0.00Dynamic Hand Held Microphone w/Lectern Stand or gooseneck holder     $0.00 $0.00Dynamic Hand Held Microphone w/Table Stand – Panel     $0.00 $0.00Audio Record System-CD or DVD deck     $0.00 $0.00Outside POTS     $0.00 $0.00Flipchart Packages     $0.00 $0.00Cable & Distribution Package     $0.00 $0.0020 feet to 30 feet grey velour pipe & drape package     $0.00 $0.00Audio-Visual Technician     $0.00 $0.00

General Session Total       $0.00Breakout Rooms        LCD Projectors – minimum 2000 lumens     $0.00 $0.00Front Projection Tripod Screen - w/skirt     $0.00 $0.00Pentium Laptop Personal Computer     $0.00 $0.00Wireless Remote Computer Control System     $0.00 $0.00Flipchart Packages     $0.00 $0.00Polycom (or equal) telephone conference interface     $0.00 $0.00Outside POTS (analogue telephone) line     $0.00 $0.00

Breakout Rooms Total       $0.00Office Support Area     $0.00 $0.00Conference Signage     $0.00 $0.00Security Services     $0.00 $0.00Labor     $0.00 $0.00Travel     $0.00 $0.00Hotel Venue Charges     NSP $0.00

20

21

Questions?