Corporate Audio Visual

For generations we have been an ownership society from our homes, cars, computers, and everything in between. Today, in part due to the financial meltdown of 2009, we are becoming more of a renter society from renting homes, cars and everything in between.

What is the reason for becoming more of  a rental society? The main reasons are because it is no longer considered a stigma to rent and the equity argument seems to be less and less relevant as home values continue to drop and are at their all-time low.

This position is spilling over into the corporate and association world as well. Instead of packing, shipping, unpacking and storing items, organizations are renting everything from office furniture, computers, and conference services equipment for meetings and events.  

So, why rent AV equipment? Here are some great resosns:

1. Maximum Flexibility. With interactive technology tool rentals changing so often -- generally every 18-36 months -- it is most likely in the best interest of your organization to rent so you have the greatest options when it comes to AV for your meeting or event. 
    
2. Great Efficiency. You no longer have to make YOUR equipment work for the event nor will you have to keep up with new technology. By partnering with an event audio visual rental rental company, you can get the latest audiovisual equipment you need for your event that fits within your budget.
    
3. Low Budget Load. When you own AV equipment you have to finance, maintain, repair, store, and insure it. Then, when you replace it, you need to resell it. When you rent, you don't have to maintain, repair or store the technology equipment. In addition, av rentals can save your association or corporate event money and more importantly, your time.  

Why buy AV equipment when you can spend less and rent it? AV Event Solutions can provide your organization with a variety of equipment, including iPads, laptops, projectors, screens, audience response, and much, much more! Give them a call to learn more as to why renting makes total sense for your organization. 

Every event requires some negotiation by meeting planners whether it is making a simple request, persuading organizations to sponsor the event, or taking a hard line on pricing with suppliers. Often times planners think they need to be like lawyers or used car salespersons; trying to take, take, take and be totally adversarial. But it doesn't have to be that way -- there can be a different route to success. 

Here are 3 tips to effectively get what you want and develop a win-win proposition instead of a win-lose one.

Tip #1: Do Your Research.

If you are renting audio visual equipment or negotiating a room block, you need to know the range of pricing for that specific equipment, hotel brand, or destination. Knowledge is power and the more you know, the better able you are able to bring up specifics during the negotiating phase. 

Tip #2: Know the Difference Between What You Need and What You Want.

Here are some examples:

You boss told you the event budget NEEDS to be cut by 5% from last year's conference. You WANT the budget to be cut by 10% so you look good in your negotiating efforts. 

You NEED to issue a RFP to at least 3 event audio visual equipment companies. You WANT to stick with your existing provider, regardless of price, because you have a relationship with them. 

You NEED to obtain 5 silver sponsors for your annual meeting. You WANT to have a variety of sponsors, at different levels, for a total of 10 sponsors. 

Asking for what you want from a partner is okay but knowing what you need is more important and will keep you grounded during the negotiating cycle. Make certain you give organizations plenty of time to respond to your requests and be willing to compromise where needed. 

Tip #3: It Isn't All About Price.

Perhaps you are coordinating a training meeting for 200 employees. The corporate audio visual company you have chosen is standing firm on their pricing. You look at your research and other bids and realize their pricing is very competitive. But due to recent budget slashing in your department, you need more. What can you expect and how can you get it?

First, you need to be total honest with your supplier. Tell them the jam you are in and see what they can offer. You might be surprised. For example, perhaps they can offer more wireless mics or audio recording at no extra charge. 

Second, ask for the value of the offerings. Make sure your boss knows the items being comped and why they are valuable to the meeting. 

Third, being willing to flex and bend brings about a "win-win" solution and helps build better relationships with your partner. Remember, they have bosses too and have to justify their pricing to them as well. 

AV Event Solutions, a California meeting equipment provider, is all about the win-win! In order to get started on the RFP process, fill out their express quote form which will be answered in 4 business hours, guaranteed! 

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? 

Outsourced	Completely	Partially	Total
Event Supply Rentals: Such as Renting Audio Visual Equipment	35%	26%	61%
Housing	28%	18%	46%
Registration	19%	16%	35%
Trade Show Management	12%	11%	23%
Marketing and Promotion	5%	15%	20%
Event Management	5%	12%	17%
Speaker Selection	2%	14%	16%

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!

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. 

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!

As 2011 winds down to a close, many of us in the event meeting services business are busy calling, emailing, and direct mailing prospects trying to book business for 2012. We often engage in a flurry of activity in hopes that we will get a few face-to-face meetings that will ultimately lead to some business.

Here are some business tips that have been around for a long time but are always good reminders as we ramp up our sales efforts during the next few weeks.

Tip #1: Figure Out Your Ratios

Take a day to inventory your sales success rate. Here are a few questions to get you started:

• How many emails/phone calls/letters does it take to get an appointment?
• How many appointments end in closing the sale?
• How many new clients do you want or need next year?

Here's an example:

• 100 phone calls gets you
• 10 appointments of which win you
• 1 sale. So if your goal is
• 12 new clients in 2012, you need to make 1,000 phone calls during the year!

Tip #2: People Buy from People

If your organization provides corporate audio visual equipment and you have the name and telephone number of a meeting planner, don't start off your telephone conversation as a "talking brochure". First, make certain you have the right person in the organization and ask some thoughtful, intelligent, insightful questions. Second, ask if this a good time to talk and be respectful of their time. Lastly, remember you aren't calling on IBM, you are calling on Mary Smith who happens to work at IBM. 

Tip #3: Assume They Will Say Yes, But Be Prepared if They Say No

How many times do you expect a "no" when you ask for the appointment? But what if they say yes? When you are making that call, assume they will want to meet with you. When they say no, it is usually 1 of 4 reasons:

1. They already are working with an event services company and are not looking to change
2. They don't have the time to meet with you because of deadlines at work
3. They aren't the right person or
4. They have heard about or used your company and it was not a good experience

If it is #1, keep trying back because personnel changes and company opinions change. If it is #2, ask if there is a better time to call back and honor that time, #3 ask for the right person and #4 requires more questions and the ability to fix the problem. 

Tip #4: Confirm, Call, and Respect Their Time

People's lives are busier than ever so it is best to confirm your appointment 24-hours in advance. Best case they will be impressed with your professionalism, worst case they will want to move your appointment. But whatever the outcome, it will save you time and frustration by making that confirmation call.

Call if you are running even 1 minute late. Let them know your time of arrival and ask if that is okay. Apologize for any inconvenience it may cause them and let them know it is okay to reschedule. 9 times out of 10 they will be glad you called and still honor the appointment.

If you tell the prospect you are only going to take 30 minutes of their time, respect that limit. Don't try to make it longer, unless you are reading it is okay with them. If there is any question, simply ask, "Mary, I see I have taken up the 30 minutes we agreed upon, is it alright if we keep talking or do you want continue this at another time?" 

AV Event Solutions, a California meeting equipment provider, has an account executive team that is ready and willing to provide state-of-the-art AV rentals to meet your needs. Give them a call today to learn more about their products and services!

Did you know there are 391 United States properties that are part of the National Park System that encompass 84 million acres of land and 4.5 million acres of waterways?

When planning a small to medium sized meeting or corporate retreat, you might consider hosting it at a National Park.

Here are some reasons to consider for having a meeting at one of America's treasures.

1. They need your business. Parks rely on meetings and events to stay solvent, especially during the off-season. The future of many parks is in limbo due to tough economic times. 


2. National Parks provide the "wow" factor. Parks like Yosemite National Park offer backpacking, biking, hiking, rock climbing, ranger-led programs and much more. The surroundings are often breathtaking in and of themselves. Most PowerPoint presentation equipment works well in an outdoor environment, allowing for attendees to enjoy the great outdoors. 


3. They are great venues for team building. "The team building events we create take full advantage of the experience of nature, silence, and the beauty of national parks," said Trent Schulmann, Owner at Experienca. "They are learning lessons from nature that can apply to their lives both personally and professionally."


4. National Parks enforce a "green" message. Parks represent conservation, preservation, and sustainability. Ask park management what measures they are implementing at the park's lodges and meeting facilities to enforce corporate social responsibility.


5. Give attendees time to experience the destination. Many parks are very large and require a lot of time to explore. Don't shortchange your attendees; give them ample opportunity to explore and take in the surroundings.


6. Coordinate travel needs for attendees. Most National Parks are not near an airport or any sort of transportation hub. When considering a park, give attendees ample time to get to and from the location without feeling rushed. If appropriate and in the budget, arrange for shuttle services to and from the airport.

AV Event Solutions is a California event equipment company that can provide audio visual equipment at any of the National Parks in California. Give them a call or fill out the quick RFP form on their website today! 

1. Have a RSVP Process. When sending out party invitations, give attendees a date to reply. If they miss that date, email or call them. One of the major reasons for cost overruns at any event gathering is because the coordinator has no idea who is coming so they always order extra food and beverage, which in turn is usually wasted. Get an exact count and then add 5% to that number "just in case." 


2. Create a Detailed Budget. Determine all the items you will need to budget for, including but not limited to:
   
   
   • Food and Beverage
   • Venue Space
   • Entertainment
   • Decorations
   • Invitations
   • Event audio visual rentals
3. Go Local for Everything. Sourcing everything local from the food to renting audio visual equipment is corporately responsible because it saves money on transportation and shipping, it puts local people to work, and it allows local businesses to take their revenues and re-invest it back into the local economy. 


4. Use Buffet Service or Food Stations. By providing guests with the option to eat what they want, when they want it, creates the opportunity for less food waste. In addition, buffet or station options are the least expensive option for food service.


5. Use Smaller China or Glass Plates. Individuals will eat 40% less food if it is served on salad plates. China or glass plates can be recycled and used again and again.


6. Donate Excesses to a Local Food Bank. This assures a lot less waste. When planning your menu for the party, you may want to plan it around what the food bank will and will not take. 


7. Reuse or Recycle Beverage Containers. Have recycle bins visible throughout the event or make certain the wait staff knows all beverages are to be recycled. Use glassware rather than throwaway plastic. 


8. Fore go Goody Bags and Donate to a Good Cause. Taking whatever budget you would normally dedicate for goody bags and instead putting it toward a good cause makes company employees and guests feel good about giving back. Some organizations buy holiday dinners for the needy while others provide a cash contribution to one or more non-profit causes. 

To find out more about how to make your next meeting green, please download AV Event Solutions free e-book. 

Are you planning a holiday event in California? Look no further an AV Event Solutions to provide you with creative, interactive technology solutions within your budget guidelines. Click on their website for a fast and free quote!

• Airfares will be higher. It is very difficult to get great bargains on airfare if the flights are booked at the last minute.


• It harder to find the right venue. You will not have time to complete a thorough city search in addition to exploring multiple site visits. Many popular venues book up early, so you may be stuck with a bad venue in an okay city.


• It will be difficult, if not impossible, to get a good group rate. If your meeting is of any size at all, you may be forced into having your attendees at multiple hotels across the city, which could be a logistical nightmare getting them back and forth from the venue.


• Great speakers will be hard to come by. Most speakers that are in high demand are booked 6 to 12 months in advance. You will be spending more time trying to vet an average speaker and hope that he or she meets your audience needs.


• When renting audio visual equipment, the inventory may be limited. AV is such an integral part of any meeting that you may find by waiting until the last minute, their inventory is already booked for other functions. 


• Something is bound to slip through the cracks. Even with the best of intentions, there are going to be some miscommunications between the planner, venue, partners, and suppliers. How can there not be? Too many people and too much stress with too few days equals something going wrong.


• Forget about sponsors. Corporate sponsorships need to be pitched, negotiated with, and then committed. Most of the time, this is a 6 to 12 month process. 

• Wi-Fi Booster: Executives are going to be in constant need of fast, reliable, and secure Internet access. All venues are going to say they have Wi-Fi, but depending on the number of guests in the hotel and different meetings going on, the network could run at a snail's pace, or worse, completely crash. Don't leave anything to chance. Rent a Wi-Fi booster and the connectivity will be at lighting speed for your executives.


• Powerpoint presentation equipment: which will include LCD projector and screen rentals. 


• Recording device: Used to capture all ideas and discussions and can be referred back to at a later date. 

The meetings industry has been trying to come up with a "green" standard for over 10 years and it looks like they just got closer with the Accepted Practices Exchange (APEX) launch of best practices for green meetings. Even though the entire document isn't complete, there are some basic questions you can ask when renting audio visual equipment about the supplier's practices and equipment in order to determine their commitment to being green.

Here are 5 questions to get you started:

1. Does your organization recycle? An AV company can recycle their cardboard and paper when they ship and receive equipment. The company location should have a recycling initiative as well, to recycle aluminum, glass, and paper products.


2. How are you reducing energy use? Simple ways can be to: use energy efficient lighting with their light equipment rentals, ask if their equipment has EnergyStar efficiency or any other certification, and inquire what equipment is the most energy efficient.


3. How can they help you reduce paper consumption? One of the goals of the green movement is to reduce the number of trees being cut down, especially for paper products. Rent tablet PCs for your attendees instead of printing, copying, and assembling massive binders. Put wireless computer kiosks in place for digital signage, self-service check-in, or concierge services. Audience Response System rentals can replace paper evaluations. 


4. Are you local? Having a local AV company can save you a lot on shipping costs, not to mention the time and effort of the AV production team. Hiring a local firm keeps carbon emissions low. In addition, supporting locally owned companies gives a boost to the economy by putting people to work in their own communities.


5. Where does your old equipment end up? One of the nice things about renting AV equipment, is to realize that they are reusing that equipment many times before the end of the product's life. However, it is important to know if their equipment ends up in a landfill or they have other uses for it, such as donating it to a school or non-profit organization. 

While being green can seem like a complex issue, simply asking these 5 questions will help determine if the AV company you are looking to partner with is on the right track toward sustainability. 

AV Event Solutions is committed to being your green supplier. Based in Los Angeles, they have offices throughout California to service your association or corporate audio visual needs. Give them a call today!

Meeting and Event Planners have to use a variety of suppliers and partners in order to ensure that their event is successful. From the venue to the caterer to the AV company, these partners are critical to the meeting.

Here is a list of Do's and Don'ts for meeting suppliers to consider when trying to build a relationship with an event planner:

DON'T ask to be on the preferred vendor list. First of all, most planners don't have such a list any longer unless they work for a huge corporation. Second, you need to earn the trust and respect of the planner, not expect to get on the "list" because you called them up. Lastly, it is okay to call a planner and ask some value-based, engaging questions about their next event. You might even ask them if they would be willing to let your event services company work with them on a small meeting just to "kick the tires". 

DON'T offer kick-backs, incentives, or anything else. Planners worth their salt are ethics-centric. They are going to work with a meeting supplier because they think that vendor can do the best job for their client at a reasonable cost. Providing value is more important than any incentive you could offer. In addition, if a planner thinks you are in the gray area, they will go viral about the reputation of your organization. Protect your reputation and stay above the fray.

DO want to work with the event company. Before responding to a RFP or submitting your proposal, check out the planner. Go to their website, ask around, and make sure you are 100% in. It is better to say no early on, than to find out you made very little money. 

DO provide flexibility, the day of the event. Any one who has worked in the events industry can attest to the fact that things are in a state of constant change the day of the event. If you are the conference equipment rental firm, equipment needs could change in a moment's notice. If there are going to be extra charges, let the event planner know right away and present some alternative solutions to the problem that won't break the bank. 

DO bring the right attitude. The "best people" suppliers can have on-site, the day of the event, are those with smiling faces and a can-do attitude. When things are at their worst, that's when you need to be at your best. Planners will remember your organization if you went "above and beyond". 

DO refer planners. I have worked in this industry for 11 years and it always flabbergasts me how many suppliers want me to refer business to them when they NEVER refer business to me. I think the fear is, if the supplier refers a client to me, I will, in turn, recommend a different partner. There is nothing further from the truth. Many small planners thrive on referrals and are so appreciative of them, they will do everything in their power to make certain that vendor is chosen or at least, has a fair shot in the proposal process. 

Renting Audio Visual equipment? Contact AV Event Solutions, your partner for state-of-the-art interactive technology tool rentals. Call them today!

1. Disney offers Marketing Support. They have unique promotional tools designed to drive attendance up and create excitement about your meeting.
   
   Who is doing your marketing support? Are you providing digital and print marketing assistance to your client, or are you just the planner? What unique tools do you offer?
   
   
2. Disney offers Transportation Services. They will pick up your guests from the airport and take them to their hotel and provide convenient transportation on the way back to the airport. 
   
   What is your event services company doing to make sure guests are taken care of whether they arrive by air or train? What about your speakers and VIPs? It is important to provide timely and efficient transportation options for your attendees.
   
   
3. Disney provides Event Group Services. They lend their creative talent, ideas, and resources to the event organizer to make the meeting very memorable. They extend to you what they do best -- creating memories. 
   
   Is your organization providing creative ideas and new resources to your client? Or are you doing the same old event in the same old way? How can you "freshen" the event? Perhaps through new interactive technology tool rentals?
   
   
4. Disney promotes Green Meetings. The Walt Disney Company has been committed to environmental standards for over 60 years and they are continuing Walt Disney's progressive ideas today. In 1990, they introduced Environmentality, a movement that allows for business growth while promoting the conservation of natural resources. 
   
   Are your meetings green or are you just giving it lip service? Are you renting audio visual equipment from an organization that is committed to helping you reduce paper and use less power? What about the venue? Are they green certified?
   
   
5. The Disney Institute showcases their best practices. This offering allows planners to add this professional development content into their meeting. In addition, this is a unique offering found only through Disney.
   
   What is your unique offering? How are you following event meeting services best practices? What new education have you undergone in the last 12 months?
   
   
6. Disney has Theme Park Tickets and Events. Networking and entertainment lead to fun times, because attendees have access to the park with world-class entertainment and great catering options. Not to mention the rides!
   
   How are you making your event fun and entertaining? Even corporate training programs and sales meetings can provide moments of levity and interactivity.
   

1. Don't send out RFPs to the world. Make sure the companies you are considering are solid choices and given the option, you would do business with them. Sending out 25 or 30 RFPs takes a lot of work, not to mention the time it takes for you to read each response. Choose 2 to 5 companies you will consider.


2. Don't send it to a company that cannot meet your client's needs. Make certain you know your conference services requirements. Understand the listing of equipment the AV company has to offer and that they have everything you need to make your event a success.


3. Don't use a RFP to "shop" your current AV provider or determine your in-house budget. First of all, this is highly unethical. Second, the AV company is going to lose respect for you if they think they have been shopped. On the other hand, it is okay to "kick the tires" with other AV companies. Just make sure you are communicating with your present provider as to what you are doing. As long as everything is out in the open, there is no foul play. With regards to budget, I recommend you turn to the history of the event or look for peer advice, from such sources as, LinkedIn groups and Twitter. 

1. Give the AV Company your basic information. Your name, title, phone, fax, email and web address. Tell them which way you prefer to be contacted and let them know what your normal turnaround time is with communications (1 day, 3 days, etc).


2. Let them know the date(s), times, location, and meeting sizes of the event. This will tell the AV firm right away whether or not they can do it. 


3. Give them ALL your AV requirements at the same time. If you don't know them, wait before issuing the RFP. Check with all the speakers and facilitators. 


4. Let them know if a green meeting is a priority. Ask about certifications (LEED, EnergyStar, Green Seal). Ask if they will be sourcing their services locally or subcontracting the business out. 


5. When renting audio visual equipment, give the company a budget range. You don't have to be perfect here, but a high and low range is going to tell the AV Company whether or not they can do the job. 


6. Let them know about your payment schedule. Do you pay your invoices net 30, 45, 60 days? Let them know how you pay. Don't be surprised, if you are late payer, that the company asks you for a hefty deposit up front. 


7. Answer all their questions, before they submit. Most organizations are going to have questions because you may not have thought of everything. Take the calls and answer the questions. You can always email all questions to the other vendors and let them know your responses. 


8. Let them know when you are going to make a decision. Call the winner and the losers. Let them know why they won and lost. If your date is slipping by a week, call all the vendors and let them know. 

AV Event Solutions provides association and corporate audio visual equipment in California and the Western U.S. Give them a call today to start your RFP process. They guarantee a response within 4 business hours.

A great trade show booth will draw attention and positive energy to it. Think about the last trade show you attended. Got it? Now think about the one booth that was the greatest. It probably was the one that had a crowd constantly around it and people were smiling and having fun. Here are some tips to make your booth the one attendees will be talking about long after the trade show ends. 

1. Make it look professional. If you are going to spend the time and money to exhibit at a trade show, make everything look top-notch. Don't skimp on anything, including renting audio visual equipment. Recent research states, that 90% of the people you meet at a trade show have never heard of your company prior to the show. Spend the money because as the saying goes, "You never have a second chance to make a first impression."


2. Create your own personal branding on everything. In addition to brochures and business cards, make sure your logo shines on everything from kiosk rentals to laptop computers to plasma TVs. Have the logo on the sales persons clothing. The more the attendee sees the brand, the more they will remember you after the trade show is over.


3. Secure light equipment rentals. Good display lighting is going to enhance your booth space. There are many options, so consult with the company you are renting audio visual equipment from. Remember, the brighter your area is, the more attention it will receive.


4. Invest in high quality draping. Your backdrop is just as important as what you are displaying. Without good draping, your booth will look incomplete. Draping comes in many styles and colors, so take your time and make sure it is right for your organization. Drapes can separate you from your neighbors and make your booth really stand out.


5. Embrace technology to make your booth more streamlined. Make your booth less cluttered by putting video, games, and sales information on kiosk rentals. Rent iPads as portable kiosks and/or marketing tools for your booth personnel. Get rid of the paper and display more of your product or services from these sources. Put technology to work, especially when your sales reps are tied up. 

 Event planning in California? Look no further than AV Event Solutions to provide you with state-of-the-art technology for your trade show booth or corporate event. Give them a call today!

Are you confused about Millennials and how to get them to your next event? Lets define who Millennials (or Gen Ys) are, how they interact with people, and how to get them engaged at your next conference or meeting. 

Who are Millennials?

Although there doesn't seem to be a precise date as to when they were born, the general consensus is they are born between 1985 and 2004.

• Unlike previous generations, they grew up with the Internet.
• Their networking skills are not as strong as other generations because they are used to chatting online or texting. Face-to-face meetings with a room full of strangers is scary to them. 
• They grew up with structured activities, such as soccer, piano, and ballet practices or lessons. Going outside just to play wasn't the norm. 

How do you reach them and get them engaged?

This is a generation who does not use email as their primary tool of digital communications. Facebook, Twitter, viewing You Tube videos and texting are their way to communicate which means:

• Develop an entire digital strategy around these type of attendees. Send out your invitations and updates on the platforms they use. Skip snail mail and emails. They won't open it or read them. 


• Make your event technology savvy. Rent iPads and give to the attendees. Have kiosk rentals available for digital signage, virtual concierge services, or to promote your products or services. Wireless Audience Response Systems can replace paper surveys.


• Encourage texting and tweeting during the event. They are going to do it anyway, so speakers and event organizers need to accept it and work it into the session. Whether it be texting or tweeting questions to the speaker or complaining about the cold temperature in the room, Millennials are more likely to use technology rather than say something face-to-face.


• Make every moment of the event organized. No networking receptions. Rather have something organized such as going to a baseball game, playing volleyball, or schedule a museum visit. 


• They are easily bored in static lecture-driven sessions. They like interactive sessions or ones where there are multiple short presentations.


• They want deep thought leaders because they will challenge the speaker if they think he or she does not know what they are talking about. When the presenter is in front, millennials will start Googling them and reading about their personal and professional life. Questions will start to arise and a speaker may get threatened if they do not understand and appreciate what is going on.


• Millennials like to work in small groups with preplanned discussion questions. Rent tablet PCs for each table and allow them to mind map different ideas or challenges.


• Make the Millennials your "technology ambassadors". Have them train other attendees, how to use the iPad, touch panel kiosk, and/or audience response rentals. They are very comfortable with the technology where others may not be. In addition, it makes them feel special and engaged.

AV Event Solutions, an association and corporate audio visual rental company, is here to help with your next meeting and event. Click or call them today!

Who would have thunk it? Borders, at one time, the largest bookselling chain, is going to be completely out of business by September 30th. 11,000 jobs gone. 1,000+ stores closed. What happened? According to Yuki Noguichi of NPR, they made a number of critical missteps and essentially killed themselves. Below is a summary of some of those mistakes and how we, in the event meeting services arena can learn from them.

Borders advantage and draw was they had a huge variety of books and a superior inventory system that could optimize what consumers would buy. However, by the mid-1990's, they started to lose their competitive edge.

First Mistake: They invested heavily into the CD music and DVD movies area just when iTunes and NetFlix were breaking ground.  

What can event planners and partners learn from this? Start reshaping meetings, events, and conventions based on the future, not the present. Assess your competition thoroughly...not just other meetings, but webinars and webcasts, videoconferences, and social media tools. Invest your money and time where your clients are going, not where they have been. Are you using state-of-the-art interactive technology tool rentals at your meeting or are you running it like you have for the last 20 years?

Second Mistake: They ignored the impact of online sales. 

Event planners need to embrace the digital world and start using every aspect of it in their meetings. From online registration systems, to RFPs, to social media buzz, it is time you realize that most attendees are online, all the time. Rent iPads instead of giving attendees paper presentations. Crowdsource your agenda. Create on-line communities to embrace interactivity. The digital world isn't a fad and it isn't going away. 

Third Mistake: They did not develop their own e-reader.

Barnes and Noble has the Nook and Amazon has the Kindle. More and more individuals are getting e-readers because they are now more affordable. Even libraries across the country have jumped on the e-book bandwagon. 

Technology is key to all events today and it is faster, cheaper, and more intuitive now more than ever. What technology are your competitors using and why aren't you doing something more innovative? When renting audio visual equipment, a professional AV company can take you through all the bells and whistles of their equipment and recommend creative and innovative solutions that will give your event a Wow factor.

Fourth Mistake: They expanded their stores.  

Have you noticed the trend for restaurants and stores nowadays? People want smaller and intimate, not large and empty. Most popular restaurants have a waiting list because they are very small. Even the Apple store has select locations and those are always packed.

Event planners need to make their spaces more intimate. They need to work with smaller spaces and not have a lot of empty chairs in the room. Last month, I was at PCMA's educational conference in Baltimore and at the general assembly, they must have had at least 250 empty chairs in the room. It made the session look poorly attended, even though I am sure that was not PCMA's intent.

Fifth Mistake: They tried to appeal to everyone with their book selections.  

Event organizers need to have a niche plan. Those that try and do it all -- weddings, corporate, and associations -- end up losing out. Planners need to be good at one market and focus all their attention on that market. 

Event Planning in California? Turn to AV Event Solutions, a meeting planner's partner for state-of-the-art technology tools that will make your meeting stand head and shoulders above the rest. Give them a call today! 

Looking for a new way to keep your presentations simple and to the point? Maybe have a contest element? Below, are 3 different, engaging techniques to keep your audience entertained and educated at the same time. In addition, there is a checklist at the end of this blog for additional ideas.

1. Choose a Date for the Presentations.
2. Put a team together to determine venue, emcee, contest coordinator, and on site volunteers.
3. Determine how many presentations you will have, and whether or not there will be a contest.
4. Find a location and determine audiovisual needs. 
   • Make sure the room is just right; not too small or large.
   • Have a stage with proper sound and lighting rental, presentation services audio visual equipment rental, and microphone system.
   • As the event gets closer, check the acoustics in the room with the sound system. 
5. Recruit Speakers. Make sure they know they have 5, 6:40, or 18 minutes to speak.
6. Promote. Use all sources that make sense for your budget. Both print and digital marketing may make sense - consider postcards and fliers for print, and your website, blog and other social media outlets for digital.
7. Put together a schedule.
8. Put all the Powerpoints, in order, on the presentation services audio visual equipment so the event runs very smoothly. 

Event planning in California? Turn to AV Event Solutions, your association, training and corporate audio visual provider. Give them a call or click today!