AV Event Solutions

Professional Convention Management Association (PCMA) recently published their 21st Annual Meetings Market Survey in Convene Magazine. They surveyed 560 planners, of which 60% were PCMA members. Lets review  the results of this survey with emphasis on the the type of planner that responded, the trending in the industry, and where they see the biggest cost for a typical meeting. 

The respondents fell into the following categories:

• 67% are Meeting Professionals
• 16% are Association or Corporate Executives
• 9% fall into the Other Category and
• 8% are Consultants

The number of meetings they plan per year:

• 33% said 1 to 5
• 31% said more than 20
• 19% said 6 to 10 and
• 17% said 11 to 20

How many people attended your largest meeting?

• 26% had fewer than 500 attendees
• 22% had 1,000 to 2,499
• 18% had 500 to 999
• 12% had 2,500 to 4,999
• 11% had 5,000 to 9,999
• 9% had 10,000 to 24,999
• 2% had 25,000 or more

How was attendance in 2011 versus 2010?

• 41% said it was the same
• 38% saw an increase
• 21% saw a decrease

What are you projecting attendance to be in 2012 versus 2011?

• 53% expect attendance to be the same
• 35% expect it to increase
• 12% expect it to decrease

How many exhibitors did you have at your largest show?

• 33% said fewer than 50 exhibitors
• 26% had 100 to 249
• 17% had 250 to 499
• 16% had 50 to 99
• 8% had 500 or more

What did you outsource? 

How did your budget breakdown?

• 34% on Food and Beverage
• 15% on Event Audio Visual Rentals
• 8% on Labor
• 8% on Speakers and Entertainment
• 7% on Staff Travel and Accommodations
• 7% on Marketing and Promotion
• 7% on Space Rental
• 6% on Registration and Housing
• 4% on Signage and Office Equipment
• 2% on Destination Management
• 1% on Security and
• 1% on Insurance

At your largest event, your organization made revenue the following ways:

• 49% came from event registration
• 26% came from exhibit sales
• 20% came from sponsorships
• 4% came from advertising sales and
• 1% came from other revenue sources

So, what can we, in the event services industry, take away from all this data? 

First, small conferences with a small number of exhibitors are what meeting planners organized last year. Planning large conventions is great, but it looks like it will not be the mainstay of our industry in 2012.

Second, attendance will be flat for most of the conferences. You can view this as good news; with all the virtual options out there, attendees are still opting for face-to-face conferences.

Third, event supply rentals were the biggest item to be outsourced in 2011 and there is no reason that trend will change in the coming year. Event staff is not increasing so it makes sense to continue to outsource more and more.

Fourth, food and beverage, followed by event audio visual rentals, were the largest budget line items, comprising of 49% of the total budget.

Lastly, event organizers made almost half of their money from registration fees last year. 

AV Event Solutions is a premier supplier of all types of audio visual equipment from iPads to wireless audience response systems! Give them a call today to learn more about their state-of-the-art technology solutions that won't break your budget!

When the Green Meeting Industry Council (GMIC) held their 3-day Sustainable Meeting Conference last year, they wanted to do something different with their 260 attendees. Their goals were simple; GMIC wanted better engagement of attendees and a way to bring home the mission of sustainability. 

They decided to create a highly collaborative and competitive game that would break the attendees into 15 randomly chosen teams. The teams had iPads preloaded with:

• The game application
• 6 case studies on sustainability challenges
• The 7 Educational sessions
• Networking opportunities and
• Sponsorship information 

GMIC's Conference Chair Elizabeth Henderson, Sustainability Strategist at Meeting Change, felt the gaming approach would help attendees better understand the new APEX Environmentally Sustainable Meeting Standards if they created hypothetical events that presented sustainablilty challenges for teams to work through. Henderson drew from the research of Byron Reeves and J. Leighton Read's book, Total Engagement: Using Games to Change the Way People Work and Businesses Compete. Reeves and Read state in their book, "There is no better way to get people engaged than to provide them with fun ways to do serious work."

For example, one case study focused on how a 5,000 person event could reduce its carbon footprint, while another determined ways to green a large internal, employee meeting. The iPad had resources on it  to guide teams where the information was located, however attendees still needed to participate in education sessions in order to gain total insight to their case study. 

Points were given based in the quality of team responses, including information that was presented at the educational sessions. Teams also could rack up more points by:

• Blogging and tweeting about the conference
• Attending breakout sessions
• Visiting exhibitor booths and 
• Building bicycles for a local children's charitable organization.

A leaderboard was ever present at the conference, allowing attendees to see where their team was ranked in each of the above areas creating a competitive atmosphere and some ribbing among attendees. Two prizes were given, one to the team with the highest score on the case study and the other to the team with the most overall points. 

The net results of adding gaming to the conference? They were able to provide more concise presentations to attendees, allow for better group discussions, and provide networking time, which resulted in positive feedback. 

What is the future of gaming? Gartner, Inc. predicts that 50% of organizations will apply game dynamics and technology to business, training, and education meetings by 2015. 

Conference equipment rental company, AV Event Solutions, can help you gamify your next meeting or event! Rent iPads as a way for attendees to feel totally engaged in the meeting! AVES can deliver an express quote for iPads to you within 4 business hours or less! Game on!

So you have convinced management to get rid of those binders and rent iPads for your next meeting. The sponsorship opportunities are abounding, and the attendees are excited to be using them. But what about the applications? Below are 4 applications that can get you started on selecting an app that's right for your event.

ChirpE Mobile and Social Media Platform

This web-based mobile application from a2z, Inc. includes the following features:

• Full conference agenda
• Personal agenda building
• Event alerts 
• Exhibitor guide for the trade show
• Exhibitor floor plan
• Social Media integration with LinkedIn, Twitter, Facebook, and RSS Feeds.

In addition to iPads, this application can run on computer kiosks. Because this application is web-based, all devices at the conference will simultaneously update.  “For example, you can add an exhibitor to your agenda using ChirpE from your iPad and stop at a kiosk on the show floor and the update will appear simultaneously on all devices,” says Rajiv Jain, CEO of a2z, Inc.

EventKaddy

This native application includes the following features:

• Full conference agenda
• Personal agenda building
• Event alerts
• Attendee networking tools
• Interactive exhibitor floor plans and maps
• Multimedia exhibitor listings
• Digital brochures

EventKaddy has been used at the following conferences: Western Veterinary Conference; Autodesk; ACMSIGGRAPH; Electronic Security Expo; Exhibition & Convention Executives Forum.

QuickMobile

This web-based application includes the following features:

• Full conference agenda
• Personal agenda builder
• City guide, with Frommer's integration
• Search capabilities, within the app, for attendees, speakers, or exhibitors
• Social Media Integration with Twitter, Facebook, and Pathable

QuickMobile has used the iPad application at the following conference and events: The PhoCusWright Conference; ASHRM Phoenix Conference; GBTA Convention; SAP Sapphire Now Conference; Cruise3Sixty Meeting; Hilton Worldwide Owners Meeting.

Zerista

This web-based application includes the following features:

• Full conference agenda
• Personal agenda builder
• Attendee directory with personal profiles
• Attendee matching based on experience and interests
• Social Media integration, including Twitter and Facebook
• City guide
• Exhibitor directory
• Booth locator
• Floor plans

So when choosing an application, what are some of the factors to consider?

1. You need to decide whether the application should be web-based or native. There are advantages and disadvantages to each one, but primarily the web-based solution allows for last-minute changes before and during the conference while native applications cannot be changed once the code is on the iPad. With a web-based solution, you will need to take a serious look at your Wi-Fi at the venue and perhaps rent a network array to boost the Wi-Fi bandwidth. 
    
2. Determine your budget impact. Each of the apps listed above are going to have a different price point to develop the app and support it during your conference. Know all your costs up front and the timeline to develop your custom solution. 
    
3. Get your attendees, exhibitors, and speakers involved in the decision. Don't make this decision in a vacuum. Get as many people involved as you can in the demonstration of the app and solicit feedback from all stakeholders on what features are most important to them. 

Are you event planning in California? AV Event Solutions has a large selection of 1st and 2nd generation iPads, touch panel kiosks, and Wi-Fi network arrays for your next meeting. Give AV Event Solutions a call today!

The right brain is responsible for intuition and emotion while the left brain insists on just the facts. We need both sides of our brain to function in life, but how does this apply to event meeting planning professionals handle messaging at conference and meetings? Typically, we hire speakers and facilitators that evolve their messaging around the left brain. Why? Because that is the way we learned and processed information since we were in 1st grade. Teachers gave us the facts, we injested them, and then we spit it all back out on tests and quizzes. 

Powerpoint presentation equipment needs to evolve along with the attendee's needs and requirements. An endless array of facts and figures on black and white slides isn't going to cut it, even though speakers think this sort of "data dump" gives them credibility. It no longer does. When the speaker is up on the riser giving the attendee their speel, the attendee is googling them on their smartphone to determine whether or not this individual knows what they are talking about. 

In addition, when speakers give attendees too much left brain information, the information overload causes the brain to stress and become anxious which moves the experience to the subconcisous, and attendees slowly begin to shut out the information. The brain can only absorb complex data for about 7 to 10 minutes before it begins to move on.

So, how can we change? Here are a few ideas to consider when planning your next conference or meeting:

Garr Reynolds, Professor of Management at Kansai Gaidai, has come up with an interesting concept called Presentation Zen, which encourages speakers to follow 3 simple rules:

1. Restraint: Don't put too much information on a slide. A photo with a few words should do the trick. 
2. Simplicity: Speak only about the things that are important to the attendee, not what is important to you, the presenter. 
3. Naturalness: Pretend the audience is in your living room. You wouldn't dominate the conversation or your friends would never come back to your home. Ask questions, listen carefully, and respond appropriately.

Jamie Nast, Author, Consultant, and Trainer at NastGroup, Inc., uses toys and games to break through the learning process. She has attendees dressing up Mr. Potato Head, playing with Play-Doh, and drawing self-portraits in order to engage the right side of the brain.

Lynn Stadler Randall, Managing Director at Randall Insights LLC, uses crowdsourcing to help design the meetings in order to engage attendees before the event. Having the attendees suggest speakers and topics and then allowing them to vote on them, empowers the attendee and allows for more engaging and creative sessions. She even allows sessions to be developed at the conference itself. Rent iPads for attendee real-time communication with speakers and event management to share ideas, questions, and comments about session content.  

Great news! You won a large contract for a corporation or association annual meeting. You and your team are very excited to be working with this client, but when the event is over, what can you do to remain in the forefront of the client's mind?

Try these 6 simple tips to keep them coming back to you, year after year, event after event.

Tip #1: Really Get to Know Your Client. 

You know that age old adage, "We do business with people we know and like." How well do you know your client? Are you conversant with different levels of the team or does your business relationship rely on just one person? It is dangerous to build a long-term relationship with one person because that individual could retire, get fired, or quit. Get to know as many individuals on the management team as possible and keep those relationships going throughout the year.

Tip #2: Keep a Running File of Their Accomplishments.

Read trade publications and local and national newspapers your client might be mentioned in. Google their company often. Follow them on Twitter. Either mail or email them any mention of their company or key people in it. Enclose a business card with a brief note saying congratulations or great job. Everyone wants to have people take notice of their accomplishments, including your clients, and it helps keep your organization "top of mind".

Tip #3: Suggest Ways They can Make Their Event Better.

Maybe you noticed the registration area was really crowded and it took attendees a long time to check-in. You could suggest  renting touch panel kiosks for self-service check in, thus freeing up staff to do other things. Perhaps attendees were having a hard time juggling their binders and the session locations were confusing. Suggest they rent iPads and put all the event materials on the system with a map that includes GPS. Whenever you present these suggestions, make certain to have the cost/benefit analysis completed. 

Tip #4:  Ask for More Business. 

Chances are if your client is holding an annual meeting, they are also holding several smaller meetings. If you feel they are very happy with the work you have completed for them, don't be shy in asking for more business.

Tip #5: Be a Team Player. 

Try to solve whatever issue is at hand. Good communication skills rest on coming up with good alternatives, not finger pointing or blame shifting. Something is bound to go awry at the event, so jump in and see how you can help.

Tip #6: Always be Ethical. 

It doesn't matter if you do all the items above with ease, but if you lie or misrepresent your offerings, you can kiss that business good-bye. Part of developing long-term business relationships rest in the development of trust. Be honest, even if it means you lose a job. Clients will remember your integrity, above all things.

Are you event planning in California? Contact AV Event Solutions for all your technology needs! Give them a call today!

Looking to communicate and disseminate information with more impact? Look no further than 70" (almost 6 feet wide) high definition display.

There are several benefits to renting display technology over standard screen rentals:

• At 1080 resolution and yellow being added to the standard RGB (Red, Green, Blue) format, attendees will experience exceptional details and picture clarity. One unit is optimal for a medium-sized room and multiple displays can be rented for a larger meeting space. 

• These displays have built-in Wi-Fi, allowing the speaker to access websites, video, and/or social media sites. In addition, event planners can have units posted in the hallways of the meeting venue to view Twitter feeds, speaker videos, play music, and allow attendees to browse the Web.

• A USB port allows the speaker to connect their laptop or tablet directly to the large screen. If the display is out in the lobby or foyer, a USB drive can be connected to the LED for continuous looping of photos or video of the conference. 

• With an ultra slim design (they are only 3.5" deep) and a stand that is included, this large LED can be set up and moved with ease by the AV technicians for optimal viewing.
   
• An ultra brilliant LED system with multiflourescents allows for high brightness (so the room doesn't need to be dimmed) and color purity and vibrancy. In addition, a x-gen LCD panel allows for a high level of contrasting color.
   
• This display also includes 4 high-speed, High Definition Multimedia Interface (HDMI) connections that can deliver digital surround sound for the ultimate presentation services audio visual experience.

LED panels are ideal for:

• Training Sessions where employees need to retain a lot of visual information
• Product Launching Events because the high definition video, sound, and photo display capabilities add to the message
• Boardroom Meetings
• Breakout sessions at Association Meetings
• In the hallway or foyer of the meeting and/or hotel so attendees can keep abreast of social media streaming and video feeds coming from the event
• Trade show booths

AV Event Solutions is your provider of this HD technology. Think big. Think AV Event Solutions for all your interactive technology needs!

When meeting planners start to focus on their next event, often times the conversation swirls around the benefit of flying people in versus holding the meeting virtually. The major concern management often has is regarding the cost of the meeting in comparison to the ROI. MPI Foundation and Maxvantage recently polled several meeting planners to determine what type of meeting works best --given the message the organization wants to convey. Below are the results:

Face-to-Face Meetings make sense for the following purposes:

• Networking - Most virtual platforms have limited or no networking capabilities. If part of your meeting includes a networking segment with an exchange of business cards, a face-to-face meeting makes the most sense.
   
• Sensitive Issues - Human Resource training, company mergers, layoffs, or a shake-up in the C-Suite team, should be handled in person so the message is not lost and questions can be answered. In addition, if there are any confidential issues, face-to-face will ensure the attendees are not sharing the information with other people in their home or office.
   
• Incentive Trips - When salespersons exceed their quotas, usually there are incentive trips to reward them for efforts. This usually involves their spouse and other entertainment opportunities. 
   
• Celebrations - Holiday parties, company outings, and the like are meant to allow employees to get to know each other "off the clock" in a fun environment.
   
• Client or Educational meetings -- New product launching events, educational conferences where many topics are covered in 2 or 3 days, and user conferences are ideal for in person contact. 
   
• Team Building -- Any type of exercise that builds communication and trust must be done in person. 

Virtual Meetings make sense in the following scenarios:

• Internal organizational meetings
   
• Daily meetings - such as the first or last 20 minutes of each business day.
   
• Project meetings -- this would be suited when the event meeting services company is updating the client on the progress of the event. It might start monthly, than weekly, and as the event closes in, daily. 
   
• Recruitment meetings -- When HR is considering candidates for a position, they may set up virtual interviews before they fly in the best ones for the face-to-face interview. 
   
• Product Updates -- A new release of software or minor updates to a product can be effectively handled virtually. 

Virtual meetings are utilized when the travel budget for the meeting has been significantly cut, management is looking to reduce out-of-office time, and the meeting is planned at the last-minute.

AV Event Solutions, a California meeting equipment supplier, can assist you in making your next face-to-face meeting a smashing success. In most cases, the answer is: face-to-face! Give them a call today to learn more about their interactive technology tool rentals.

Digital scenery. Projection mapping. Large scale projection. What do these terms mean and doesn't this type of technology cost a lot of money? Lets focus on creative uses for digital projection and ways to keep your budget in tact as well. 

Digital projection used to be massive projectors beaming static images onto giant screen rentals. Now, 2D and 3D mapping software programs along with LCD projectors that are 4 times brighter than the previous technology have made it possible for event meeting services organizations to utilize this technology. 

Today, computer software can control multiple projectors, add special effects, and animate objects on everything from building exteriors, ceilings, and walls. Having this digital projection on multiple facades can tell the story about the event in a vibrant, softer way. 

Projection mapping projects images onto oddly-shaped surfaces without distorting them. 2D mapping works well on ceilings or walls, while 3D mapping is best utilized on a building facade with a variety of architectural elements. 

Projection mapping also allows the AV producer to take videos and blend and wrap them around the dimensional surfaces. In addition these interactive technology tool rentals allow blending of multiple projectors together on a surface and make corrections to the canvas so there is no distortion. 

So, before undertaking this large scale projection project, what are the steps to make sure everything goes according to plan? Here are 4 tips featured in Event Solutions magazine that may help:

1. Make sure the design and AV production team review the site thoroughly. Remember this is a team effort and the design and production team needs to work with the light equipment rental technician, electrician, and event planner to make certain everything runs smoothly.
    
2. Allow for adequate set-up time which may cost the planner extra money in the budget but will make for a great show. Try to identify how much time is required for testing and put it in the budget ahead of time.
    
3. Allow the AV production team complete control over the lighting, including ambient and spillover lighting.
    
4. Be aware that projecting on glass is a challenge and may require covering all the windows for the best effect.

AV Event Solutions has great lighting and projection offerings. Give them a call today to learn more about how they can create a "wow" effect through projection options at your next event!

Benchmark Hospitality International, a U.S.-based hospitality management company that owns and operates 35 hotels and resorts announced its Top 10 Trends for this year, as observed by their property management and staff. In the style of David Letterman, here they are starting with the last trend to first. 

Top Trend #10: Socially Responsible Meetings

Corporate America is wanting to give back by integrating into the local meeting community (if your meeting is being held in a city other than your own) through service projects with non-profits, as well as, the continuation of green property initiatives.

Top Trend #9: Meeting Technology will be a Big Player

Rent iPads to download apps, take notes during the meeting, and even interface with LCD projector and screen rentals. Meetings will have dedicated Facebook fan pages to assist with registration, easy access to event intineraries, and offer a method to gain feedback from attendees post-event. Social media applications, such as Facebook and Twitter, can easily be accessed via the tablet. 

Top Trend #8: The Meeting Destination is as Important as the Venue. 

The designation experience is taking on a new meaning. Having affordable destinations that offer great value and a relaxed atmosphere, all the while, having a business atmosphere to the meeting is very important to the attendee. 

Top Trend #7: Training Budgets are On the Rise.

As the economy strengthens, having well trained sales teams is going to continue to be the focus this year. Training budgets are going to be ramped up as organizations realize their most competitive weapon is a well-informed sales person. 

Top Trend #6: It's All About Teambuilding.

Groups are looking for half-day onsite and offsite options with creative teambuilding opportunities. Volleyball, golf, cooking classes and the like are winning group business for properties. These budgets are also being increased in 2012.

Top Trend #5: The Meeting Package is Coming Back.

Offering the meeting planner an inclusive price for meeting space that includes the room rental, food and beverage, gratuities and taxes, is now being asked for as meeting planners are wanting to simplify their budgeting process. Planners still want options, so customization of the meeting package is to be expected. 

Top Trend #4: Meeting Space is Going to be Different.

The space will be more creative, with use of outdoor space, living room style for small gatherings and breakouts, and different seating, including oversized chairs, may be requested. 

Top Trend #3: Pricing is Going Up.

Due to the improving economy and increased demand for meeting space, price increases are going happen for the first time since 2008. 

Top Trend #2: Meeting Size is Up and Space is at a Premium.

Hotels and resorts are being more selective about the bookings they are taking and are electing to go after larger meetings at a higher rate. Planners are having a hard time booking preferred space with short-term notice, especially if it is a 30-day window or less.

And the #1 Trend that is driving all the other trends.....(drum roll please)

Top Trend #1: Meeting Demand is Up for the First Time Since 2008.

This demand is across all industry segments, but bookings will still be on a short-term cycle (90 days out or less).  

Are you event planning in California? AV Event Solutions can provide your meeting, event, retreat, or conference with iPads and other technology tools to engage your attendees. Check out their express quote page for a response within 4 business hours!

BizBash Magazine ran a story called  "The 14 Most Innovative Meetings" in their Spring 2011 edition. Lets highlight 3 of the 14 events, with an added twist, of additional interactive technology tool rentals that can be integrated into the meeting from your AV provider. 

BOSTON SCIENTIFIC

In August 2010, Boston Scientific gathered 5,000 employees together for an interactive, participant-driven meeting intended to communicate the company's vision and value to the group. The first thing they did was make all senior management available to attendees to answer any of their questions. Before the meeting, they invited employees to ask their questions via an online community. At the meeting, they could submit questions, comments, or ideas via computer stations. They also created fun activities including a scavenger hunt. They surveyed the employees and at the end of the meeting, 73% said they were optimistic about the company's future. 

Meeting Planners can build attendee engagement in the same way as Boston Scientific by doing the following:

• Rent iPads to allow interactivity between attendees and key management through Twitter, Facebook, or Flickr. Attendees can also ask questions or make comments during the meetings via a Twitter feed and all comments can go into a designated place via hashtag (#name of event).
• Computer Kiosks can serve as an input tool for new ideas and allow attendees to view video presentations after they are over, at all times during the conference.  
• Wireless Audience Response Systems allow employees to answer survey questions quickly and management can compile the results instantaneously. 

THE NATIONAL CABLE & TELECOMMUNICATIONS ASSOCIATION

This 3-day annual meeting dubbed "The Cable Show" provided their 13,000 attendees access to the 152,000 square foot trade show floor plan, exhibitor materials, Twitter feed, agenda, and information on the speakers and sessions on mobile devices. The results: 19,000 requests for exhibitor information, new sponsorship opportunities for the association, and a huge reduction of paper. 

Meeting Planners can integrate mobile technology -- rent Tablet PCs or iPads -- with custom trade show floor applications that can even have GPS installed to get the attendee to the right booth! Social media applications, agendas, and speaker bios and videos are all applicable uses of a tablet. In addition, tablets have a long battery life and can be used while walking around on the trade show floor.

IBM

IBM hosted a 5-day conference in January 2011 and decided to build a social media aggregator to pool the content of various forums into 1 online page which served as a place to broadcast videos from the 3 keynote sessions and interviews with the speakers. They also gave attendees flip cameras to video things going on around the conference and uploaded that onto the page. IBM had 5 social media cafes with large touch-screen monitors where individuals could send information directly to their email accounts. 

Meeting planners can work with a developer to build out their aggregator and allow attendees to see content on a touch panel kiosks and/or large high definition plasma displays. The event can also have social media cafes complete with tablets, laptops, and touch panel plasmas. 

AV Event Solutions can provide your next meeting, event, or trade show with state-of-the-art technology which includes iPads, Tablet PCs, Laptops, Plasma TVs, Kiosks and much, much more! Give them a call today for more information on how they can make your event exciting and interactive. 

One of the more complex, yet very important elements to a meeting is creating effective lighting in the meeting room. Lighting can lend depth and ambience to the room and tie together all other aspects of the meeting, including use of the PowerPoint presentation equipment, seating, and sound.

Lets focus on the 4 elements of great lighting and what tools you can use to get it.

Lighting is needed for ILLUMINATION. All attendees at your conference want to see the speaker, facilitator,  or panel of experts. Without proper light equipment rentals, the back row or table of your function will be squinting to see who is speaking and may feel disconnected from them. 

Lighting creates FOCUS. Certain lighting, such as pin spots, can shine a stationary light directly onto an object (such as a new product in a product launching event) . Spotlights can follow presenters or entertainers around a room so attendees can easily see them. Gobo lighting can be projected on a wall or be a backdrop to the riser and project a company logo and/or sponsor logos. 

Lighting can set the MOOD. Lighting in layers, allows the event meeting services organization to work with the event planner on what lighting will best create the mood you are looking for. First, take a look at the natural light in the room. Then consider renting lamps to bring the lighting down to the attendee. "When you bring the lighting down to eye level, it's warmer light, and it doesn't feel like its coming at you from nowhere," said Jill Schumacher, Owner of Rariden, Schumacher, Mio & Co. Then, consider light fixtures that can integrate into the decor, such as being a part of the centerpiece. Some light equipment rental options don't require cords and can be run on rechargeable batteries.

Lighting creates COMPOSITION. You can use different color lighting to direct the attendee's emotions or to paint a picture.

Work with AV Event Solutions lighting designer to determine which type of lighting works best for your event and fits into your budget. They will work hard to provide you the light equipment rentals you need to create the mood and direct the attention to where you want it. Request Express Rental Quote or call today.

Your RFP is set and you are about to send it off to the Audio Visual vendors of your choice. It is the same template you have used for years, so why fix something that isn't broken, right? Wrong! Today's RFP needs to address the more technical (gulp!) requirements involved in your event. For every layer of technology you add to the event, there needs to a fast, robust, and secure Wi-Fi network at its backbone. Here are the questions and information you need to gather in addition to your standard "dates and rates" information.

• Let them know how many wireless devices will be accessing the Wi-Fi. It is vitally important that you survey your attendees and ask if they have a smartphone, are bringing their laptop to the conference, and add in what event audio visual rentals you are going to have. Computer Kiosks, iPads, Tablet PCs, laptops, and smartphones are all going to want access to the network. And don't overlook your exhibitors, staff, and speakers. By knowing this number ahead of time, you will know whether or not you need to rent a Wi-Fi booster for additional access points and to boost your venue's bandwidth.
   
• Explain how each device will be used. If you rent iPads, will the applications be native or web-based? Will every mobile device have full Internet access for emails and social media? Will the kiosk rentals have Wi-Fi access? All of this will impact the network and various "peak load times" will need to be planned for.
   
• Ask the vendor to share with you similiar references to your event. Comparing an event with 50 attendees is very different than one with 500. After you share your device data (see bullet points above) with the vendor, ask them to share events that they have managed with similiar amount and types of connections.
   
• Ask to see post-event attendee surveys from previous meetings. This is probably a good standard with any RFP, but especially one where Wi-Fi connectivity could make or break the attendee experience. Ask them to explain any negative feedback on the survey.
   
• Ask how the interactive tools and network will be supported. If a touch panel kiosk doesn't function what happens? What are the measures to monitor traffic on the network? Where will the support team be and what are their credentials? All important questions as you look to keep everyone online, all the time, during the conference.
   
• Do your own homework. Google the company, check their website, ask about them on Event LinkedIn groups, and search for user reviews. Credible reviews follow the "80/20 rule". If most of the information is positive, but it is sprinkled with some negative comments, look into the comments but don't let that make you eliminate the vendor.

AV Event Solutions is ready and available with state-of-the-art audio visual rentals and Wi-Fi network arrays. Give them a call today to learn more about their unique product offerings and fantastic technical support!

Do you want to rent iPads or Tablet PCs for your next event, but don't know how to pitch it to the boss? Below are 16 uses of this mobile technology that make sense at meetings and trade shows. Pick and choose the ones that are right for your event. They are divided up into Meeting Attendee, Trade Show Booth Exhibitor, and Event Meeting Services Organizer uses and benefits. 

MEETING ATTENDEE

1. Attendees will receive real-time news and updates about the event. No more scrambling around to let attendees know about room changes, speaker cancelations, and meeting delays. They will receive a notification immediately on the tablet device.
2. Access to social media platforms such as Twitter, YouTube, Flickr, Facebook, and Pinterest. This allows attendees to broadcast to their virtual world how great your event is, post questions to speakers, post photos, send texts, or grow their network. All of this is good for your event because attendees are creating the buzz. 
3. A real-time event schedule, their own personal schedule, and the ability to locate room directions. Having the overall schedule and then knowing exactly where a breakout session is, can cut down on confusing directions and/or the use of printed signs. 
4. Providing gamification during the breaks. Allow attendees to play games during the break by putting together scavenger hunts or providing trivia or giveaway contests is another way to keep the attendee engaged during the event. 
5. Presentations and speaker information on the tablet can be easily accessed through a program or search engines. This cuts down or eliminates the need for bags, binders, and paper. 
6. Live stream video can go directly to the mobile device. The attendee can see up close and personal the video on their personal, high definiation  touch screen unit. 
7. Tablets are simple, easy to use, and have an intuitive user interface. 

TRADE SHOW BOOTH EXHIBITOR

8. Simple way to track leads. Tablets provide an easy way to track leads by scanning attendee name badges. 
9. Scheduling real-time appointments. This mobile technology allows attendees and booth reps to schedule meetings as well as change them on the fly.
10. Showcase event floorplan and materials. An iPad allows attendees to see the overall floorplan, exhibitor directory,and get turn-by-turn directions to the booth of their choice. 
11. Download materials. With a tablet, attendees can digitally download marketing materials, thus saving on costly brochures and chotzkies. 
12. Rent iPads as portable kiosks. This keeps attendees informed and entertained about your product or service while reps may be busy with other attendees. 

EVENT MEETING SERVICES ORGANIZER

13. Advertising channel for event sponsors. Now you can have more sponsors and utilize color, video, photographs, contests, and social media to promote their message and brand. All of this while the attendee has the tablet in their hands for 8 to 10 hours per day. 
14. Enhanced brand awareness for the sponsors, exhibitors, and the event itself. Having everything available on an iPad, allows the user to view information many times throughout the event. 
15. Great environmental benefits and a reduction in operational costs. Tablets are lightweight, require little energy, and have a battery life of 10 hours. No more paper or binders! No staff to assemble and reassemble the paperwork. All of this can be handled on the mobile device. 
16. Merchandise sales and event tickets are possible on the iPad. If you are selling books, DVDs, clothing, or tickets to a special event, attendees can purchase all of these items via a credit card reader attached to the iPad and receipts can be emailed to the attendee. 

AV Event Solutions, a California meeting equipment company, can provide you with iPads rental and Tablet PC rentals for your next meeting or event. Give them a call today or check out their website for more details about their offerings. 

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:
 

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

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.

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.

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.

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

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.

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.

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.

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.

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

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.

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!

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.

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

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.

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 infamous Super Bowl has turned into America's new holiday. It draws us in with all the hype of Christmas and the 4th of July combined. It's viewership is greater than the World Series and NBA Finals. And the Super Bowl Party is usually attended by couples who may have a football aficionado and a football ignoramus, who are usually married to each other. What is the appeal and what can event meeting services companies learn from the Super Bowl? Plenty! Here are some tips to carry forward in your next meeting or event.

The Super Bowl has Something for Everyone.

The Super Bowl has Great Pregame Hype. 

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