AV Event Solutions

According to an October 2011 TripAdvisor survey of 1,250 US travelers and 620 hotel owners and managers, 54% of travelers canceled reservations at a hotel because they found better amenities at a different property.

TripAdvisor asked survey participants to rank the top 5 most important hotel amenities. Here is what they found:
 

Most Important Hotel Amenities	Travelers	Hotel Owners & Managers
Wi-Fi Internet Access	85%	99%
Breakfast Included with Room	78%	79%
Guest Loyalty Points	72%	55%
Onsite Restaurant	71%	70%
Shuttle Service to Attractions and Airport	66%	41%

They also asked the travelers and hoteliers to rank the 5 least important amenities, which are listed below:
 

Least Important Hotel Amenities	Travelers	Hotel Owners & Managers
Turndown Service	87%	83%
Pets Allowed	85%	38%
Spa	79%	75%
Tours, Excursions, and Activities	76%	65%
Room Service	72%	49%

Hotel CEOs Weigh-In about Wi-Fi

In a recent USA TODAY article, J.W. Marriott, Jr., CEO of Marriott International, Richard Solomon, CEO of  InterContinental Hotels Group, and Eric Danziger, CEO of Wyndham Hotel Group were interviewed about Wi-Fi access and other technical issues facing their properties.

USA TODAY said Internet access is a top priority for travelers and bandwidth use is growing at a faster pace. What are you doing to respond?

Marriott stated, "We are working to try and get down to a few Internet suppliers because in the past, we had a bunch of suppliers, like 80 or 90. We have 3,700 hotels and everyone's hired their own supplier, so we are trying to narrow down the number so we can increase bandwidth and improve service. It's a huge problem. Everyone wants to download everything they can. It's getting to be quite a challenge."

"Wi-Fi speed is one of the biggest dissatisfiers that you see in a lot of hotels," said Solomon.

"You'd better have some dependability and relability because it will become the single source of complaints," said Danziger. 

All 3 CEOs agreed the increased use of iPads, Tablet PCs, and smartphones has had an impact on the network. 

So what are Meeting Planners to do with this information?

First, since Wi-Fi access is so important to attendees, having fast, robust, and secure Wi-Fi is going to make a huge difference with participant satisfaction. Utilizing AV Event Solutions' Wi-Fi checklist can help you determine whether the property can meet your needs or if you need to rent a wifi network array.  Remember, attendees will be dissatisfied if the Internet is slow or unavailable. 

Second, if you rent iPads, consider applications you will be preinstalling on the unit and the use of social media access, especially Twitter. Also, try and determine the number of smartphones and/or laptops attendees will be bringing to the conference. 

Third, if you are planning a large meeting at a convention center, make certain the Wi-Fi access at the hotel properties have the same level speed and security as the meeting facilities or convention center. Nothing will dissatisfy attendees more than to have great Internet access during the day and poor access at night. 

AV Event Solutions, a California meeting equipment supplier, can provide your next meeting with 1st and 2nd generation iPads, Wi-Fi Boosters, and other state-of-the-art audiovisual or computer equipment rentals to meet your meeting needs. Contact them today for more information!

“I hope I shall possess firmness and virtue enough to maintain what I consider

the most enviable of all titles, the character of an honest man.”

– George Washington

Honoring President's Day

 

 

        

As you are planning your conferences for 2012 and beyond? Now is the time to rent iPads and pre-install the app Evernote to replace those heavy binders event attendees usually carry around. So, why would you want to use Evernote over the old way of doing business?

Here are 6 great reasons to consider using Evernote at your next meeting or event:

1. It's FREE. 
    
2. It runs on multiple mobile platforms and can be synced to them. Evernote can run on an iPad, laptop PC, and/or smartphone. By installing the app on all 3 platforms, this app allows the notebook (see below), along with any changes to that notebook, to be easily synced on all devices. This can work well with last minute changes and updates.
    
3. The "Notebook" becomes your program binder. The notebook, is like a file folder on MS Office. You set up appropriate notebooks for your conference. For example, one might have the agenda, another might have the attendee listing, and another things to do and see in the host city. Each notebook could look something like this: 
   
   
    
4. Evernote has great search capabilities. As long as you tag your data, Evernote will know which notebook the information is in. It has a search bar at the top of the application. You can also search the Internet via Google at the top of each page.
    
5. It has a share button. This will allow the event meeting services organization, attendees, and speakers to share the following with each other: 
   
   • Notes
   • PDFs
   • Webpages and Links of Trade Show Exhibitors
   • Pictures of Event Staff, Speakers, and VIPs
   • Word Documents
   • PowerPoint presentations from the Speakers
   • Emails
   • Videos from the Sponsors
      
6. Get Skitch, while you are at it. When you rent iPads with Evernote, you should include this application, too. Skitch allows the iPad user to: 

• Add arrows, shapes, and text to existing images
• Draw something new
• Share sketches and annotations over Twitter and email
• Save everything to Evernote

AV Event Solutions, has plenty of 1st and 2nd generation iPads and Wi-Fi Boosters available to rent if you are event planning in California. Give them a call today or check out their convenient express rental quote for a quick turnaround response!

On Monday, we covered the interactive technology tools meeting planners can explore and use from A to M. Today's blog is dedicated to the latter half of the alphabet, N to Z.

NEAR FIELD COMMUNICATION

This is going to allow mobile devices, such as smartphones and tablets, to communicate with each other when they touch or are only a few centimeters away. It will be used for business card exchange, credit card payments, and distribution of conference materials and brochures. A fast and secure Wi-Fi Network Array will be the key to implementation of this technology.

ONSITE TECHNICAL SUPPORT

Having AV technicians onsite will enable you to keep the event going, if there is a product malfunction or a light or battery needs to be replaced. Onsite support also ensures adequate testing has occurred and provides for fast strike time, if needed.

PLASMA SCREENS

Flat panel Plasmas are great alternatives to the standard screen rentals. They provide high resolution and can be strategically placed throughout the conference.

QR CODES

These little black and white pixels make up Quick Response (QR) codes which are a great way to disseminate information to attendees. They are scanned by smartphones or tablets.

RECORDERS

These high-quality devices can capture the presentation, quickly transfer the recording to an USB drive, and allow for uploading onto the company website for future reference.

SCREEN RENTALS

There are many screen options including tripod, fastfold, and widescreen fastfold. An experienced AV supplier can help you choose the right screen for your meeting.

TABLET PC

Rent Tablet PCs, which are in high demand because they are lightweight, have a long battery life, and have a multitude of applications that can be easily preloaded onto the device.

UNIVERSAL OPTIONS

Regardless of how small or large your meeting is, you will need a LCD Projector and Screen rental, quality sound, and adequate lighting.

VIDEO

Providing video on computer kiosks and iPads will bring any presentation to life quickly and effectively. Video can also be used at the trade show booth level and provide a more memorable and professional presence for sponsors.

WI-FI NETWORK ARRAYS

Having Wi-Fi at a venue is different than providing it in a fast and secure network for 500 or 1,000 attendees. Utilize AV Event Solution's Wi-Fi checklist to make certain your network will be lightning fast!

X-FACTOR

Does your event have energy, buzz, and entertainment value? Providing this can give your event positive energy and can be created through sound and lighting rentals.

YOUTUBE

Posting some of your event video on YouTube is a great option, especially if you are looking to go viral in the process.

ZERO TOLERANCE

Yes, once in a blue moon, the equipment will break down or the sound system will go silent. But with qualified AV technicians and project management support onsite, any bump in the road can be readily resolved. Because great AV providers test and maintain their equipment, it is quite rare to see a problem during an event.

AV Event Solutions can provide you with great A to Z options for your next meeting or event! Give them a call today if you are event planning in California.

Have you ever wondered what technology tools are available to help make your next conference or event run smoother? Be more interactive? Or what cool applications your attendees would like? 

Below is a creative reminder of just some of the planning and technology offerings, from A to Z. This blog will cover A to M. Wednesday's blog with provide ideas from N to Z.

AUDIENCE RESPONSE SYSTEMS

Wireless Audience Response Systems are handheld devices given to all attendees to answer multiple choice questions about a speaker, topic, testing questions, or for voting purposes. 

BUMP

This application works on smartphones and the iPad and allows attendees to share photos, apps, music, and contact information with each other through a gentle bump of the devices.

COMPUTER KIOSK

Computer Kiosks have many applications including self-service event check-in, virtual concierge, speaker bios, videos, and sponsorships. 

DIGITAL SIGNAGE

Interactive Kiosks can direct attendees to meeting rooms without the expense of printed signage. They can also be changed in a moment's notice if meeting room changes occurs. 

EVENT PLANNING SERVICES

Most full-service event planners now incorporate technology into their event proposals to cut down on printing and shipping expenses, as well as, providing their clients with greener alternatives.

FOURSQUARE

This application allows attendees with smartphones to check-in their location and let other attendees know where they are. It is great for scavenger hunts and provides more interaction between participants.

GAMIFICATION

This is the use of game technology to engage attendees through video game mechanics. It can be used to train employees, team build, or at product launching events. If you rent iPads, these applications can be pre-loaded for the attendees. 

HOOTSUITE

Hootsuite is a social media dashboard that allows attendees or event organizers to post and monitor activity from several social media sites, including Twitter, Facebook, and LinkedIn.

iPAD

Rent iPads to allow attendees to keep everything in one place; their conference program, presentations, notes, speaker bios, video, sponsorships, and social media -- all while walking around and networking at the event.

JUSTIFICATION

Work with your event partners, such as AV Event Solutions, to help justify the expense of technology over printed materials. 

KIOSK RENTALS

Kiosks are great on the trade show floor, hotel lobby, conference foyer, and convention hallway because they are accessible all the time, can show video, provide quizzes, and allow for touch panel interaction.

LIGHT EQUIPMENT RENTAL

Lighting is such an important part of most events...it sets the mood. New LED lighting is going to revolutionize lighting options. For all your lighting options, work closely with the AV Project Manager.

MICROPHONES

Here too, there are many options for the meeting. Knowing more about the room, the number of people attending, and having a quality soundcheck is key to providing the best sound.

Interested in adding any of these interactive technology tools to your next event? AV Event Solutions can provide you with planning and technology rentals from A to Z. Give them a call today! 

Don't forget to check back on Wednesday to see the rest of the Alphabet. 

So you are ready to bring your product or service out for the entire world to experience. You have completed your marketing research, tested it on a beta group, and informed your employees. Now, you want to spring it on your audience, but you are concerned that your event won't get the media attention you think it deserves because you are not a PR expert. No worries! 

Here are 5 tips to help get the media's attention for your next event.  

1. Promote Feedback from Beta Clients and Employees. Using wireless Audience Response Systems (ARS), participants can easily answer a series of multiple choice questions about the new offering. This data can be instantly compiled and assessed. Statistics sell. Saying things like "92% of the audience thinks this product is far superior to our previous offering" has impact. If you wish for more open ended responses, you can create an online survey and incorporate that in your press pitch as well.  
    
2. Have Success Stories at the Product Launching Event.  Letting 2 or 3 beta clients speak about their impression of the new product speaks volumes over anything the company or you can say. They are pitching the product for you because they believe in the company and the offering. Let the media know enough about story that they will be interested in coming to the meeting and hearing it first hand. 
    
3. Highlight Benefits.  Value and benefits sell over function and features. For example, if the tablet is faster, lighter, has more applications than the previous version, tell the audience that faster means they can have instantanous access to the Internet, lighter implies they can walk around and do work on the tablet, and more apps means they can be more productive. 
    
4. Promote the Corporate Social Responsibility Angle. If your product is greener, say that. If you will accept the old product and recycle it or give it to non-profit agencies, let the press know. Consider doing something for the betterment of your fellow man and/or the earth. Giving a percentage of net proceeds to a charity is another angle. 
    
5. Cultivate a Relationship with Your Local Media and use Online Resources. Long before your event, try and reach out to local newspaper editors, TV newsroom producers, and radio announcers in your area. If they already know who you are, they are more likely to pick up your story and attend your event. There are other online resources out there, such as, PR Newswire, Marketwire, or PRWeb but they all cost a recurring fee and if you aren't pumping out press releases often, they may not make sense for you.  

AV Event Solutions, a California meeting equipment supplier, is ready and available to help you make your next product launch a huge success! They have a multitude of AV options that are right for every budget. Give them a call today!

The Super Bowl has Something for Everyone.

The Super Bowl has Great Pregame Hype. 

The Super Bowl puts their Keynote Speaker at Half-Time.

Great sound in a meeting or event is something most planners take for granted...until they experience that screeching microphone or the entire system goes dead. So what makes up a good sound system?  

Lets explore the definition and use of microphones and mixers, as well as, understanding the importance of room accoustics, having event audio visual rental personnel on site, and last but not least, the infamous soundcheck. 

First, understand the room accoustics, which is how sound behaves in that space. Planners need to take the dimensions of the room and find the reverberation time. In simple terms, that means the amount of echos in that room and how long it takes them to be absorbed into the air or walls. For a typical meeting room, the standard reverberation time is under 1 second. This is so important because it will ultimately impact the type of audio equipment you will need. When considering sound and lighting rentals, select a provider that understands the acoustics as the audience fills up the room.

Second, a mixing console is an electronic device for combining, routing, and changing the level and dynamics of the audio signals. It can be connected to an amplifier, which is a device that can increase the power of the signal or directly to the speakers. An experienced AV technician sits at the mixing console to make certain the volume and clarity of your speaker's presentation is heard especially if it involves music and/or video with the presentation services audio visual equipment.   

Third, you need to consider using one or more of the following microphones:

• For your speaker, a lavalier microphone probably makes the most sense because it allows the presenter to move around the room freely. This small mic is often clipped onto the lapel of a jacket or held in place via a magnet. The cord can be hidden and the RF transmitter can be placed in a jacket pocket or clipped to a belt. 


• To encourage maximum interactivity in a large meeting, renting wireless microphones that can be placed through out the room and passed from attendee to attendee is a great option. It transmits the audio as a radio signal to a transmitter that is then connect to the mixer.


• Wired microphones can be used when you have a stationary panel of speakers who will be talking from a seated position. In addition, a wired mic works well on a podium and/or placed throughout the audience where attendees can walk up to the mic to ask a question or make a comment. These are mics that are cabled directly to the mixer.

Lastly, the soundcheck. This allows the audio team to make sure the sound in the room is clear and at the right volume and tonal frequencies. Soundchecks should be completed with each speaker and well before the attendees enter the room. Since soundchecks are more of an art than a science, it is vital that this process not be rushed. 

AV Event Solutions, a California meeting equipment company, has state-of-the-art sound systems and microphones available for rent. They also have a dedicated and experienced audio team, ready and willing to make your next event rock!

When putting together a conference with a lot of speakers, often times meeting planners put their faith in other staff members to select and prepare the presenters. Or worse, they let them wing it. Either way, meeting planners that get caught up in the aura of a name or are intimidated by the title behind the speaker are setting themselves up for potential failure.

Below are some common myths that speakers and event organizers alike, need to be aware of and be prepared to shatter at their next conference. 

Myth #1: Speakers don't need to tailor their presentation to your attendees, especially if their presentation is very short. 


Myth #2: Presenters should dress like audience members. 

Even if your conference attendees are dressed in khakis and t-shirts, the speakers should be, at a minimum, a notch above the audience's dress code. They need to set themselves a part and nothing like a beautiful dress or tailored suit will provide a good first impression. If you have any concerns about how they will dress, spell it out in their contract. 

Myth #3: The speaker will bring their own AV equipment and/or the venue will provide it. 

Don't leave anything to chance. Have the speaker specify exactly what presentation services audio visual equipment they need. When renting audio visual equipment, make certain your supplier is going to provide onsite technical assistance and have back up equipment, batteries, and supplies available in case of equipment malfunctions. Renting from an outside supplier also ensures equipment compatibility, setup, and proper testing well before the speaker goes on. 

Myth #4: A commanding speaker uses a lectern. 

Better interaction and rapport is built with audience members when there is nothing between them and the attendees. Using a wireless lavaliere microphone and slide advancer, allows great speakers to move about the room and interact with audience members.

Myth #5: Everyone wants to hear what the presenter says because they are an expert. 

Today's audience members have a lot of tools to keep them distracted from the speaker's message including their smartphone, tablets, and laptops. They can be on their email, social media accounts, or surfing the Net. It is very important that presenters keep the audience engaged and interactive. Even if a person is a subject matter expert, it doesn't matter if they are boring and don't meet attendee's needs. 

Are you event planning in California? AV Event Solutions is a premier audio visual firm that can work with you and your speakers to make certain every need is met. Their project managers can be onsite to provide overall coordination of the event and accommodate last minute changes. Give them a call today!

Misaligned LCD projectors, poor screen resolution, and slow Wi-Fi were not present at InfoComm International's conference made up of 33,000 audio visual, communications, and systems-integration professionals. Here are some of the tips outlined by Jason McGraw, Senior Vice President of Exhibitions for InfoComm International and what meeting planners everywhere can learn from his experience. 

Tip#1: Produce CAD diagrams for each meeting session. This process will allow planners, conference services managers, and audio visual suppliers to put in place the appropriate sized screen rentals and seating options. 

Tip #2: Give the Audio Visual production team enough time to set up and test the equipment. Trying to rush the AV team can allow for a lot of mistakes, including sound, lighting, and projector problems. The event audio visual rental company will let you know how much time they need to set up and test the equipment.

Tip #3: Provide Your Speakers Enough Time to Rehearse. Presenters who are not professionals or who do not speak on a regular basis, need enough time to go through their presentation services audiovisual equipment including getting used to the lavaliere microphone and wireless slide advancer. 

Tip #4: Consider Using Plasma TVs. For small meetings, a large flat-panel Plasma will be more effective and less expensive than a full-projection set-up. 

Tip #5: Figure out the AV Needs for Your Speakers and Schedule Them Accordingly. Instead of rotating the AV around to multiple rooms, line up your presenters according to the AV setup in each room. This will also save money on your overall budget because you are not moving equipment from room to room.

Tip #6: Make sure the meeting room has robust band-width. Many speakers today use the Internet, video, and photographs to increase their presentation effectiveness. Consider renting Wi-Fi Network Arrays to boost the speed of the network. With the addition of hybrid events, fast robust streaming will make remote attendees feel more connected to the meeting.  

AV Event Solutions can provide your next event with state-of-the-art interactive technology tool rentals including LCD projectors, plasma TVs, and Wi-Fi Boosters. Give them a call today!

On January 19th, President Obama signed an Executive Order pinpointed to increase international travel to the United States from 3 primary countries: China, Brazil, and India. What does this initiative mean for the event meeting services industry? Here is a breakdown of the Order and how it will translate into benefits for meeting planners and suppliers.

Currently, the U.S. travel and tourism industry represents 7.5 million jobs of which 1.2 million of those positions support international travel. It is expected that through the implementation of this strategy, 1.3 million more jobs will be created and $860 billion will be added to the economy over the next 10 years. 

John Bryson, Secretary of Commerce and Kenneth Salazar, Secretary of Interior are going to co-lead a task force to develop a National Travel & Tourism Strategy. This task force will focus on promoting our national parks, wildlife refuges, and historical sites as travel destinations. In addition, eco-tourism and outdoor recreation will be a part of their focus.

Hillary Rodham Clinton, Secretary of State and Janet Napolitano, Secretary of Homeland Security are in charge of:

• Increasing non-immigrant visa processing in China and Brazil by 40% this year by ensuring that 80% of these visa applicants are interviewed within 3 weeks of receiving their application. Currently, the average wait time for interviews is 11 weeks.
• Expansion of the Visa Waiver program to Taiwan, which allows travelers to undergo background checks while in their home country and then breeze through customs because they don't require a visa. These stays must be for under 90 days.

John Bryson, Secretary of Commerce will be establishing and maintaining a publicly available website with key information to assist travelers in understanding the visa process and entry time into the United States. 

Lastly, the President has appointed 32 private sector CEOs to the U.S. Travel and Tourism Advisory Board for 2012-14.  Their task is to address and make recommendations about:

• Travel Facilitation
• Visa Policy
• Improving the International Travel Experience
• Aviation Security
• Energy Security and
• Crisis Communications

What will this mean for the event meeting services industry?

• More Jobs in Every Sector. More jobs in the CVB, hospitality, and supplier market -- including event audio visual rentals. 


• More Money Infused in the Local Economy. The average Chinese tourist spends $6,000 on their US trip while the average Brazilian spends $5,000, according to the U.S. Department of Commerce. Think about that impact times 200 or 2,000 nationals in our country from an international conference.


• Our National Parks will get economic boost they need. With the focus internationally on our national parks, many of the hotels and lodges on location will receive the dollars they need to keep the parks prestine and beautiful for all to enjoy. In addition, the parks make great locations for small to medium sized events.


• CVBs and DMOs can start to focus their attention on China, Brazil, and India. Nationals from these countries contributed $15 billion and thousands of jobs to the U.S. economy in 2010. With visa processing improvements, CVBs and DMOs should spend time in these countries marketing the US over Europe as a meeting destination.

Are you event planning in California? AV Event Solutions is ready and willing to help you with any of your audio visual needs. Give them a call today at 888.249.4903!

In Ronald Brown's book "Anticipate. The Architecture of Small Team Innovation and Product Success", he spells out the steps that we should go through in finding more customers. Many individuals think this process is a mystery, but Brown is quick to point out that customer discovery requires the 5 steps listed below. He also states as long as you are methodical in your approach, you will be successful. 

Here are the steps with an added bent toward the event meeting services industry. 

1. Market Segmentation

As the saying goes, "If you are everything to everyone, you are nothing to nobody." Understanding how your event services company aligns with the segments you wish to serve is important and essential to keeping your doors open. 

In our industry, planners usually fall into one or more of the following categories:

• Corporate
• Association
• Non-Profit
• Wedding or
• Party

But most great planners cannot service all these segments, usually just 1 or 2. The important thing is to figure out which markets you have the most competitive offerings AND will lead you to long-term financial gains. 

2. Test Your Hypothesis

How do you know that your product or service is desired by the client? You need to identify the customer's urgent and important "pain points" in order to create a competitive advantage.  Here are some ways to identify your client's problems:

• Study the competition's offerings and determine how they are fairing;
• Set up personal meetings with senior executives;
• Hire a consulting firm to conduct one-on-one interviews with all your clients;
• Conduct focus groups and;
• Talk to your suppliers, like the hotel and conference services managers, as well as, event audio visual rental companies

According to Brown, from all of this data you should be able to determine a meaningful competitive edge and the essential service features you must add to your offerings. 

3. Step Into The Client's Shoes

Look at your service offering through the lens of the client by spending a significant amount of time with them as they use your services. Procter & Gamble, uses a program called "Living It", where company employees live with consumers for a period of time to learn what they need. This goes way beyond talking, it starts to embrace their way of life to see their pain points first hand. 

4. Get Testimonials in the Form of Stories

Everyone has testimonials, but the really good ones are delivered in the form of a story. An example might be how an interactive technology tool rental company took their client's annual meeting from a real snoozer with low attendance to a vibrant event with interactivity and buzz. Stories sell, testimonials don't. 

5. See if it will Stick

Rather than spending a lot of time and money on a new product or service offering, send the prototype to the client. Get feedback, improve, and send it back to them. Asking clients and prospects to be part of your service development team makes them feel special and appreciated. They will take the time to give you honest feedback if they see you are making changes in the offering. 

Are you event planning in California? Contact AV Event Solutions for state-of-the-art interactive technology tool rentals including iPads, audience polling units, and interactive kiosks. 

As the saying goes, "It's tough out there." This can be especially true when it comes to morale of sales professionals who are experiencing a higher than normal rejection ratio. Many salespeople are also nervous about the job security, especially if 2011 wasn't a particularly spectacular year.

As sales managers prepare to talk to the troops, here are some simple things they can do with the presentation, room setting, and environment, especially with event audio visual rental equipment, that will leave the staff motivated to succeed.  

When preparing the PowerPoint presentation, here are some ideas for consideration:

• Have a clear message and takeaway. If you want each sales person to sell 10% more, gain 5 new customers, and have a 85% retention rate with clients, then SAY THAT. Don't give salespeople vague expectations for the year, because then you are setting yourself up for vague results. Be crystal clear on what you want and why you need it.


• Be optimistic. Yes, there are many obstacles to closing the deal, but let your sales staff know it is important to remain positive, both in the office and at client locations. Let them know you are available to help them brainstorm solutions and make calls with them. Ask them what resources they would need to make their job easier and then follow through on the tools that make sense. 


• Focus on customer service. Let them know you expect them to do everything in their power to keep the customer happy. Lay out a plan to resolve customer issues expediently and let the sales staff know you are always available to help. 


• Inspire, inspire, and inspire some more. As you close out the meeting, tell them about success stories, best practices, and/or motivational quotes. Let the salespeople know they are the lifeblood of the organization and you really appreciate what they are doing for the organization.

The room setting and seating should have the following:

• Make the room warm with the right sound and lighting rental units. Before the meeting, play music. During the meeting, keep the lighting soft and inviting. 


• Watch the temperature. A room that is too hot or cold can take the focus off the message and be very distracting.


• Remove the tables and have everyone in a circle. This environment says, "We are all equal." It also encourages peer-to-peer discussion. 

When renting audio visual equipment:

• Request state-of-the-art presentation services audio visuals. High lumen LCD projectors displayed on Plasma TVs, exhibit more warmth, color, and higher resolution photos and videos than older LCD equipment. 


• Record the session. Renting a recorder can allow easy transfer to a jump drive or website so you can utilize what was discussed as a jumping off point in future meetings throughout the year. 


• Provide plenty of time for set up and testing. Giving the AV team time to set up, test, and review the equipment with you. This will create positive energy when the sales team arrives because there will be no need to hurry up and set everything up. 

AV Event Solutions is a California event equipment provider for sales meetings. Give them a call today or check out their 4-hour express quote page!

Training Seminars are often viewed as energy and time vacuums. Most people don't want to sit through the latest HR policy changes, software updates, or necessary prep for a product launching event. Employees would rather be doing their work at their desk or out of the office networking and prospecting. Anything but training.

Of course, training is necessary in order for employees to learn and make certain they know what they are talking about, especially when speaking with prospects and customers.

Here are 5 simple ways you make your next training session exciting and interesting: 

Training Tip #1: Put Value on the Meeting

Let the attendees know, right from the start, that their time is very valuable and they need to view this time together as an investment in their productivity. Tailor the meeting objectives to their needs, not yours. 

Training Tip #2: State a Desired Outcome

Let employees know what you are training them on and why it is important they learn this information. It can simply be stated -- We expect you, by the end of this meeting to...


When you bring employees together it should be because products, services, or policies change and they need to know how these changes impact them. Measure the attendees knowledge by asking questions and giving them wireless audience response systems to instantly assess if the training is successful or elements of it need to be repeated. 

Training Tip #3: Limit Topics and Slides

Most employees don't want to sit in a conference room for a whole day and most employers cannot afford this type of opportunity cost. So it is best if topics and PowerPoint slides are limited to the "old" way vs. the "new" way of doing business. Employees don't need to know the entire history of a HR policy on hiring and firing, just the changes from the current policy. Powerpoint presentation equipment should be set up well in advance of the training and tested by the trainer at least an hour before the attendees arrive in the room.  

Training Tip #4: Start and End On Time

If you say the training starts at 8 am and ends at noon, respect both ends of that schedule. This says two things about your organization; 1) You respect your employee's time and 2) You value your trainer. If you see the meeting veering way off topic, bring it to back on topic quickly and succinctly. 

Training Tip #5: Remember the Wrap-Up Summary

Use the old adage: "Tell them what you are going to tell them, tell them, and then tell them what you told them." Make certain every employee understands the process or program. Review what the next step is for the attendee. If time allots, answer any questions that remain. 

AV Event Solutions, a California meeting equipment supplier, can provide your next training seminar with LCD projector and screen rentals, laptops, iPads, and ARS units. Give them a call today or request an Express Quote! 

In 2009, when the recession came into full tilt, many associations and corporations saw a significant drop in their annual meeting attendance. Some organizations, including the Newspaper Association of America even canceled their meeting that year. Others, like the Society for Human Resource Management (SHRM) saw an attendance reduction of 40 percent. 

As a result, many associations knew they had to add innovation and change into their program in order to survive. At PCMA's Annual Meeting last week, Lisa Block, Vice President of Meetings and Conferences at SHRM, and Don Neal, President of 360 Live Media presented their case study detailing ideas to bring the Annual Meeting back to life. Here is a synopsis of their thoughts:

• Look at the physical location. What sort of energy does the venue provide? Is it open and cold or intimate and friendly? Is it in a scenic area? Will attendees be excited to go there?


• Offer wellness options. Blood-pressure testing, a massage station, gaming options, along with healthy food choices and exercise options can go a long way to making the attendee feel relaxed and refreshed at the conference. 


• Examine the physiological components. What do the guest rooms look like? Are the beds comfortable? Are you feeding attendees healthy food that will increase their stamina?


• Analyze your speakers. Do the speakers appeal to the intellectual and emotional makeup of your audience?  What is their speaking style? There are many unique ways they can utilize their PowerPoint presentation equipment and style, including TED, Ignite, or Pecha Kucha (read 7 trends to make your message stand out)


• Improve the promotional message. Try different methods of getting participants excited and involved in your conference, including advertising, public relations, social media, email, and direct mail. 


• Make everyone responsible for the success of the conference. Crowdsourcing the agenda and letting everyone vote on speakers, topics, and networking ideas will allow members to be more involved in the conference. They are more likely to be excited and come to the event.


• Keep it fresh. Just because something works this year, doesn't mean it will next. Looking for continual innovation and trying to bring in unique conference equipment rentals that will contribute to attendee engagement and enjoyment will be instrumental to your success. 

If you are event planning in California, look to AV Event Solutions to provide your association with state-of-the-art interactive technology tool rentals that will help bring your annual meeting to life! Click or call today for more information!

It seems as if tablet technology is everywhere, but for some reason, it isn't integrated into your meetings yet. So, what is holding you back? Below are common obstacles most meeting planners face when considering ipads and tablets, and here are some creative ways to overcome them.

Obstacle #1: "I don't have it in the budget."

This is the most common reason planners don't rent tablet PCs. Here are some ways to justify the cost, without experiencing significant cost overruns. Here they are:

• Research the rental and application cost. It is best to rent iPads, rather than trying to retrofit your application onto the technology an attendee would bring to the conference (i.e. smartphone, laptop, or other type of tablet). Having a homogeneous platform will keep your costs down.
• Look at the total cost of printing, assembling, and shipping binders to the conference. Remember to include your time and any staff members time in the assembly process.
• Once you know your total cost differential, consider obtaining 1 or more sponsors to cover the additional cost.

Obstacle #2: "I don't have the time to develop and load the applications."

There are many meeting applications already written for the industry and don't require a lot of tailoring for your meeting. Here are 3 websites I would recommend to look at to determine how much time and effort will be required to customize the application.

• Meeting Apps
• Corbin Ball
• LinkedIn Discussion Groups

Regarding the loading of the applications, many times the event audio visual rental company will preload the applications onto the tablet so they are ready to go as the conference starts. 

Obstacle #3: "I don't have any tablet experience." 

That's okay if you don't own a tablet or plan to own one. However, if you put together a technology committee with some Millennials and/or sponsors to help with attendee training and application recommendations, you will find your fears will be diminished. 

Tablet technology is highly intuitive and easy to navigate. Once you use it a few times, you will wonder how you got along without the technology for so long.

Obstacle #4: "My attendees are not tech-savvy."

I have heard a lot of planners say this is the reason they are unwilling to complete the 3 steps listed above. However, the reality is, how much do we really know about our attendee's habits and their willingness to learn? Planners won't know how tech-savvy their participants are until they implement the technology. Getting excited about the technology yourself, having a good volunteer support staff to train the attendee on the apps, and hiring the right AV team for support, will definately help. 

Don't be held back by budget or experience! Contact AV Event Solutions for 1st and 2nd generation iPad rentals. Their tech and project management support staff is available to help you all along the way. 

On Wednesday, Fears Part 1, we tackled attendance fears (both no people or too many) and keeping the networking interesting and fresh.

Today, we will help you understand how to keep your attendees there until the end of the conference and why hiring a quality event audio visual rental company is an important factor to your meeting. 

FEAR: Attendees will take off early. 

Every event organizers desires to keep the attendee excited and engaged until the bitter end. But it seems more and more that the first day has 100% attendance, the second about 75%, and the 3rd day you are lucky to be at 50%. 

FIX: Keep them engaged, interested, and motivated. 

By allowing for maximum interactivity with conference attendees, right from the start, will create an environment to keep attendees engaged. Rent Tablet PCs with meeting applications preloaded onto the mobile device and make certain your Wi-Fi access is robust and fast, which may require renting a Wi-Fi Network Array. Keep the attendees motivated to stay until the end by having engaging speakers to open and close your conference. And if you really want them to stay, offer to raffle something of great interest to the attendee such as an iPad or vacation trip. 

FEAR: The Audio Visual and/or Wi-Fi equipment will malfunction. 

Since AV equipment and Wi-Fi connectivity are so integral to the success of any meeting or event, having the equipment or network go down is an event planner's greatest nightmare. And having support to fix the problem via the telephone only or in a building miles away,  only compounds the issue.

FIX: When renting audio visual equipment, hire only the best and have them onsite. 

Hiring a quality AV firm that can provide you with state-of-the-art equipment and Wi-Fi network arrays will give you peace of mind because you will not need to go through multiple firms for your event needs. Having qualified AV technicians and project managers onsite will also provide you with the resources at hand if something does go awry at the last minute. These professionals are trained to resolve any problem quickly. 

Are you event planning in California? Look no further than AV Event Solutions to provide you with 1st and 2nd generation iPads, Wi-Fi Network Arrays, and AV technicians and project managers. Give them a call today at 888-249-4903!

Every event meeting services organizer, at one point or another in their career, has woke up in a cold sweat in the middle of the night worrying endlessly about the details of an upcoming meeting. Will I be the only one there? Will people be bored out of their mind and leave? Will anyone network? 

Rest assured that mistakes and failures do happen, but there are many ways to put a plan together to offset or minimize those fears. Here is my fear list and what fixes can put in place to overcome them. 

FEAR: No one will show up. 

The key to getting people to your event is to make sure you are targeting the right attendee and then invite them, invite them, and invite them again. Having an excellent RSVP process will make your life easy, but the key will be in your follow-up. Remember, the rule of thumb is: 25% of invited guests will say yes, 25% will say no, and it is the 50% left that you need to gain a commitment from one way or another.

FIX: Develop a great list and promote the meeting shamelessly. 

First, develop a good attendee list and make certain you have all their information, including:

• Email address
• Snail mail address
• Phone Number

Connect with them on LinkedIn, follow them on Twitter, and make them your friend on Facebook (if it is appropriate). 

Here are some other great ways to get the word out:

• Create fliers and post them around your company
• Put the event details on your website
• Blog often about it and encourage guest bloggers to do so also
• Use social media outlets including:
  • Facebook and the Facebook Events
  • LinkedIn and LinkedIn Events
  • Twitter and create a #hashtag for the event
  • Event Marketing Sites like Eventbrite
• Create an email marketing campaign and run it at least 3 times 
• Two weeks before the event, place telephone calls to the attendees who have not RSVPed. 

FEAR: There will be a lot of walk-ins. 

The RSVP process can be very tricky when people say things like "I'll try to be there" or "Maybe". It can be very frustrating to the event meeting services company because they are trying to make certain the room is the right size, seating isn't an issue, and there is enough food and beverage available for everyone.

FIX: Know the averages. 

On average, 10% of your reserved guests will "no show" and most meetings have a 10% walk-in ratio. So things should even out, right? Yes, but always have in the contract that the caterer will be prepared to serve 5% more food than ordered. Make certain you have the Banquet Captain on speed dial in case you need to add more seating at the last minute. 

FEAR: People won't network.

Event organizers are always worried that their conference may seem uninviting to a new attendee. Sometimes people from the same company or organization spend all their time together, almost like moving as one big amoeba at the meeting. Networking is vital to the success of any event and name tags and business cards often just don't cut it. 

FIX: Make networking interesting and fun. 

Create icebreakers, play games, assign people to tables, switch out name tags, and offer attendees incentives to learn more about others are just one of many ways to create a buzz at the networking event. Rent iPads with an extreme networking application. 

On Friday, January 13th, check out Part 2 to learn more about event planner fears. 

To help squash all your meeting fears, partner with AV Event Solutions, a California technology rental company. They have all the interactive tools you need for a successful, fearless event.

Must Have #1: Easy Access for Attendees

We have become relatively impatient when it comes to getting to a meeting location. If a great majority of your attendees are flying into the conference, an airport property may be best because of its easy access and timely shuttle service. However, if attendees are driving, the ability to find the venue, good convenient parking, and/or valet service will make a difference to the attendee's overall perception of the meeting. 

Must Have #2: Value Pricing

Many venues make their money from conference services "add ons", such as Wi-Fi access, in-house audio visual, and meeting room charges. In order to compare "apples to apples" when looking at venue pricing, have the sales person spell out all the charges individually on the RFP. Let them know you may go outside of the facility when renting audio visual equipment, for food and beverage, and other services. 

Must Have #3: Local Resources

This is apart of the Corporate Social Responsibility (CSR) initiative that CIC is working on and coming out with very soon. The idea behind this initiative is that meeting planners should use local resources, whenever possible, to reduce the carbon footprint of the meeting and to put local people to work in the region. Using local food and beverage can also give attendees a sense of the cuisine and traditions in the area. 

Must Have #4: Robust, Wired Rooms

Every venue claims they have Wi-Fi, but how fast, robust, and secure is it when 500 attendees are sitting in the meeting room with their mobile devices? Event organizers don't want to be the ones at the front of the room saying, "The Wi-Fi is down right now...we're working on it." If you are going to rent iPads for mobile applications, consider renting a Wi-Fi booster to keep your attendees online, all the time. 

Must Have #5: The Right Stuff

When conducting site visits, make certain to dialog with all the people on the team from the Banquet Captain to the Housekeeping Manager. Once you have chosen your partners, including any outside vendors, have a team meeting to make certain everyone knows all the players and who is responsible for what. Good communication, as well as having an attendee-centric team, is going to make for a great event and keep everyone happy. 

Must Have #6: Adequate Storage

Because attendees are demanding more interactive technology tool rentals in their meetings and events, the AV team needs a fair amount of storage for all the containers and back-up units. Ask in the RFP for the room dimensions of any storage space and inspect it upon a site visit. Gain buy-in with your AV provider that the space is sufficient. 

Are you event planning in California? AV Event Solutions is a locally-owned and operated provider of any audio visual equipment, Wi-Fi boosters, and technical support. Give them a call today!

Every event planner wants their attendees to talk and remember their event for many months, and even years, after the meeting is long over. And for all the right reasons -- not the wrong ones.

The Wedding Planning Institute has come up with their "A6 Formula" for event success, which is listed below, and I have added some additional ideas to make your event extra special and memorable.

Anticipation

• Spend time making your invitation very intriguing. Send the sample invitation to 20 people and get their feedback. Ask a simple question: Is this invitation enough to get you to the event? If it is not, keep tweaking it until it is right.
• Use Social Media to get people excited about the event. Tweet every day something new, ask questions, and/or send out speaker information. Have a contest.
• Set up a blogging schedule and invite guest bloggers to write for you.  

Arrival

• If the event location is hard to find, send out maps with the invitation. Make sure the address comes up on a GPS system. 
• Specify parking instructions and if you can manage it in the budget, offer valet parking. 
• Decorate the entrance as well as the meeting room. 
• Have ambassadors or greeters at the registration area ready to greet and welcome attendees. 

Atmosphere

• Spend time examining the following items:
  • Decor
  • Color Scheme
  • Table Linens
  • Room and Table Setup
  • Temperature of the Room
  • Sound and Lighting rental system
  • Presentation Services Audio Visual Equipment
• Does the room convey an atmosphere that will engage attendees? If not, continue to change it until it does. 

Appetite

• In most cultures, food is the major focus of social gatherings, and meetings and events are not an exception to this rule. Great food and service will be remembered for a long time to come. Hire a caterer that provides both.
• Consider a caterer who brings creative ideas and resources to the food presentation, perhaps making it even part of the decor.  

Amusement

• Have a segment of your meeting dedicated to fun whether it be a motivational speaker, comedian, dancing, or creative networking techniques. 
• Provide a gaming option during breaks. Rent iPads with games installed on them and create a contest among attendees. Rent Plasma Displays with Wii Consoles for team competitions, during breaks. 
• Hire a walking magician if you anticipate long registration lines to keep the attendees amused. 

Appreciation

• Let your attendees know they are appreciated by providing them with a thank-you bag or favor at the end of the event.
• Ask for business cards and raffle off a desirable and valuable gift at the end of the meeting day. 
• Have ambassadors available to personally thank attendees for coming to the event. 

AV Event Solutions can provide you with state-of-the-art interactive technology tool rentals to make your event really stand out with every attendee. Give them a call today and speak to an experienced account executive!