Audiovisual for the world of
Event Planning
John Ocampo, CGMP, GVEP
1
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.
2
What, Where, When,
How many We Need?
3
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
4
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
5
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.
6
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
7
Room Size:
500 sq ft
Reception: 50 people
Theatre: 55 people
Rounds 60”: 40 people
2000 sq ft
Reception: 211 people
Theatre: 222 people
Rounds 60”: 160people
1000 sq ft
Reception: 105 people
Theatre: 111 people
Rounds 60”: 80 people
3000 sq ft
Reception: 316 people
Theatre: 333 people
Rounds 60”: 248 people
Meeting / Banquet Space Calculator
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http://www.hotelplanner.com/Common/Popups/SpaceCalculator.cfm
1500 sq ft
Reception: 158 people
Theatre: 166 people
Rounds 60”: 120 people
4000 sq ft
Reception: 421 people
Theatre: 444 people
Rounds 60”: 328 people
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
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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
10
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
11
AV Requirements for Speaker Presentations
Microphones
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 one
i. 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
12
AV Requirements for Speaker Presentations
cont.
Projectors and Screens
1.
2.
3.
4.
5.
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?
6. What is the screen size?
 Largest screen in room:
Height of ceiling minus 4 feet
Ceiling 13 feet minus 4 feet = 9x12 screen
13
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 projector
4. What is the presentation resolution?
a. Any wide screen presentations
b. Any HD presentations
5. How many computers and playback devices?
a. Determines the switcher you need
i. More inputs, larger switcher required
6. Does the speaker need an Internet connection?
a. Sometimes speaker has remote presenter or demo to present
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AV Requirements for Speaker Presentations
cont.
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
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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
16
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.
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Event Cost Estimate for:
MISCELLANEOUS
DESCRIPTION
QTY.
Electrical Power Drop Fees
RATE
NO. OF NIGHTS
SUB TOTAL
$
500.00
0 $
-
Misc Hotel Fees/Trg Materials
Box handling fees
$15.00
$
SERVICE FEE
TOTAL
% SVC FEE
TOTAL
24% $
$
-
$
-
TOTAL MISCELLANEOUS
COMMENTS
-
$
-
$
-
AV EQUIPMENT RENTAL
DESCRIPTION
LCD Projector
Laptop Computer
Screen
Microphone (Lav/HH)
Microphone (Table/St)
Flipchart Package
Telephone Line
Polycom/Phone Unit
QTY.
Speaker/Sound System
Internet
Wireless Mouse/Laptop
DVD Player
Technician On Duty
Easels
Speaker confidence
monitor
RATE P/D
NO. OF DAYS
SUB TOTAL
$
650.00
$
$
350.00
$
$
50.00
$
$
125.00
$
$
35.00
$
$
50.00
$
$100
$
$
125.00
$
$
$
SERVICE FEE
TOTAL
% SVC FEE
TOTAL
24% $
$
24% $
$
24% $
$
24% $
$
24% $
$
24% $
$
24% $
$
24% $
$
COMMENTS
-
$
100.00
150.00
$40.00
150.00
$225.00
50.00
$
$
$
$
$
$
-
24%
24%
24%
24%
24%
24%
$
$
$
$
$
$
-
$
$
$
$
$
$
-
$
250.00
$
-
24% $
-
$
-
$
-
$
TOTAL AV EQUIPMENT RENTAL
ADDITIONAL FEES
DESCRIPTION
Electrical Power Strips
Lectern/Podium
Re-Key Office & Storage Rm
TOTAL ADDITIONAL FEES
QTY.
RATE
NO. OF NIGHTS
SUB TOTAL
$15.00
$
$40.00
$
$75
$
18
-
SERVICE FEE
TOTAL
% SVC FEE
TOTAL
24% $
$
24% $
$
24% $
-
COMMENTS
-
$
-
$
-
COMPANY NAME: ______________________________________
Offer Valid Until: _______________________________________
Audio Visual Equipment & Technical Services
Quantity
General Session
XGA LCD Projector
Front or Rear Projection Screen
Velour Dress Kit
30” or larger Flat Panel Monitor with appropriate stand
Wireless Remote Computer Control System
Pentium 4 laptop personal computer w /DVD player
Small Sound System
Seamless Graphics Switcher
Push-To-Talk microphones
Microphone Mixer
UHF Wireless Microphone System - Lavaliere
UHF Wireless Microphone Systems
Microphone Floor Stands
Dynamic Hand Held Microphone w/Lectern Stand or gooseneck holder
Dynamic Hand Held Microphone w/Table Stand – Panel
Audio Record System-CD or DVD deck
Outside POTS
Flipchart Packages
Cable & Distribution Package
20 feet to 30 feet grey velour pipe & drape package
Audio-Visual Technician
General Session Total
Breakout Rooms
LCD Projectors – minimum 2000 lumens
Front Projection Tripod Screen - w/skirt
Pentium Laptop Personal Computer
Wireless Remote Computer Control System
Flipchart Packages
Polycom (or equal) telephone conference interface
Outside POTS (analogue telephone) line
Breakout Rooms Total
Office Support Area
Conference Signage
Security Services
Labor
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Travel
Hotel Venue Charges
# of days
Unit Price Total Price
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NSP
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Questions?
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