Event Audio Visual Rental

Mashable, the largest independent news source dedicated to covering digital culture, social media, and technology, had its annual conference last week with about 300 attendees at Walt Disney World's Contempory Resort.

This year was different, however. No presentation was allowed to go over 30 minutes and some were as short as 10 minutes. They managed 32 speakers in their 20 general sessions. On the first day, they were able to pack 4 different presentations into the first 90 minutes! 

"Our speakers have strong points to get across, and often the shorter the presentation, the more powerful it is. We also wanted to steer presenters away from talking too much about themselves. And I think the less time we gave them encouraged them to get right to the point and talk about what matters most," said Jennifer Diamond, Marketing Director at Mashable. 

In order to keep the attendees interactive and engaged, the conference services committee did several things right, including the following:
 

1. One Fell Swoop. They loaded all the presentations for the day onto the Powerpoint presentation equipment in the room, so there was fluidity between speakers with minimum set up time. 
    
2. Mixed it Up. If they had a 30-minute presentation, it was followed by a 10-minute one, followed by a 20-minute segment. The format varied too. Sometimes it was a single speaker on stage and other times a small panel. 
    
3. Obtained a Variety of Speakers. They had individuals from Harvard, TED, American Express, MTV, and Klout -- just to name a few. This made the program more diverse and engaging because they were bringing together several prospectives and opinions about digital topics and trends. 
    
4. Lots of Time for Meals and Deals. The dinners were 2 hours, every break was at least 30 minutes, and they even had a speed networking event at the beginning of the conference that was 90 minutes long. 
   
   
5. Encouraged Social Media Sharing. Event organizers encouraged attendees to use Social Media to share updates, photos, and videos. They had banners like this one  to the right, posted at various locations at the conference, reminding attendees to share. 
    
6. Combined Fun with Learning. At the end of the conference they had a scavenger hunt at Epcot Park, allowing attendees to enjoy Walt Disney World, while continuing to network with each other. 

Are you event planning in California? Contact AV Event Solutions for all your conference or meeting needs. A provider of LCD and screen rentals, as well as, other state-of-the-art technloogy tools, make AV Event Solutions a sought after audio visual provider. Give them a call today!

National Travel and Tourism Week kicked off on Saturday, May 5th and will run until Sunday, May 13th. This annual salute to all organizations affiliated with the travel industry (including meetings, events, and suppliers, such as conference equipment rental companies) is meant to celebrate and champion the power of travel.

But unfortunately, it sits under a huge cloud called the General Services Administration (GSA) scandal which has hit the industry hard by the cancelation of at least 1 association meeting last week. It has also caused the House and the Senate to approve separate, but equally damaging bills, that could reduce travel spending of governmental employees by 20% through the year 2016. 

As of this post's publication date, President Obama has not signed this measure into law and given his recent Executive Order pinpointing a need to increase international travel to the U.S., it is my hope that he does not sign the bills. Much pressure is being brought forth by associations such as ASAE, PCMA, and MPI, including having their members sign an industry-wide petition. 

In these times of uncertainty, it is always wise to look at the facts to see what impact travel really has in our country. So, here are some key talking points about travel and the event meeting services industry we should be articulating to Members of Congress, state officials, and even local dignitaries. 

Below is what we should be celebrating. Here are the facts, as presented by the U.S. Travel Association:

Travel and Tourism generates:

• $1.9 trillion in economic output
  • $1.1 trillion in areas that affect the traveler (such as speaker fees, food and beverage, event staff, renting audio visual equipment) and
  • $900 billion spent directly by the traveler.
     
• $194 billion in payroll 
   
• $124 billion in tax revenue for federal, state, and local agencies
   
• 14.4 million jobs
  • 6.9 million in industries that support travel 
  • 5.2 million in the travel industry itself
  • 1.4 million in general business travel and
  • .9 million in the meetings and events industry
     
• 1 out of 9 U.S. jobs (hotels, convention centers, restaurants, event audio visual firms, caterers, airlines, ground transportation, trains, taxis, just to name a few)

ASAE, PCMA, MPI, and the U.S. Travel Association are asking all of us in the event meeting services industry to do the following:

1. Share the above facts with colleagues, association members, and other organizations
2. While Congress is not in session, contact your Members of Congress and share with them the facts and the ripple effect such legislation may have on the travel industry
3. Do the 3 things outlined in an earlier blog post, "Why Are Face-to-Face Meetings So Important Anyway?" 

AV Event Solutions, a California meeting equipment provider, is very interested in helping meeting and event planners carry this message forward. Talk to one of their skilled Account Executives as to how they can help you communicate the value of meetings!

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. 

Ah..spring! The daffodils are out, the days are longer, and baseball season is in full swing. When I think of baseball, my mind often gravitates to great players such as Sandy Alamar, Johnny Bench, and Cal Ripkin, Jr.. But one player that probably is quoted the most often is Yogi Berra. Believe it or not, the funny sayings below can provide useful event meeting services insights. Here are 7 of his best quotes and how they relate to the industry.

1. "You can observe a lot by just watching." Before deciding on a meeting destination or venue, ask to watch a meeting about the size of the one you are planning in action. Checking out the parking lot, restrooms, kitchen, and how responsive the staff is to the client they are serving can speak volumes to how they will treat you during your event. Don't forget to observe the partners as well. How well did the event audio visual rental company perform? The caterer? The ground transportation company?
    
2. "It was impossible to get a conversation going, everybody was talking too much." Do a thorough vetting of your speakers. Do they have too many PowerPoint slides? Do they insist on questions and answers to be held until the end of the program? Make sure there is plenty of time for conversations in your sessions. Make certain the speaker is a great listener as well as a dynamic presenter. 
    
3. "If the fans don't come out to the ballpark, you can't stop them." Are attendees consistently coming back to your association meetings year in, year out? Is attendance trending up or down? You can't make people come to your meeting (unless it is a mandatory company event) so you need to entice them to come to it and make them feel welcome. 
    
4. "If you ask me anything I don't know, I'm not going to answer." There are going to be questions at your meeting that you will not know the answer to. Make certain to obtain the name, cell number, and email address of the person asking and tell them when you will get back to them with an answer. Then do it! Being open and honest isn't a good policy, it should be your only policy. 
    
5. "Never answer anonymous letters." Meeting planners want to gather evaluations about the event via paper or email surveys. The problem with this is it is cumbersome and time consuming. By using wireless audience response systems, planners can poll attendees anonymously and instantly. It isn't so much about an individual response as it is about the overall feeling about the event. 
    
6. "It ain't the heat, it's the humility." Don't assume you know what attendee's want to hear about at your next conference. Ask, ask, and ask again. About destinations, hotels, speakers, and agenda items. It's not about your organization being right, it's about making the event attractive to the attendee. Be humble and assume they are the expert because when it comes to their own professional development, they are!
    
7. "Even Napoleon had his Watergate." Every meeting can potentially have a crisis; natural or man-made. It is important to have a crisis plan, communicate it to the team, and then follow through on it in the event of a catastrophe. 

Are you event planning in California? Call on AV Event Solutions to provide you with Audience Response rentals as well as other state-of-the-art audio visual equipment. Give them a call today at 888.249.4903 for more information. 

When event planners book a hotel or conference center, they are often told that they are required or encouraged to use their in-house AV company for the meeting. The pitch goes something like this:

"We would like you to use XYZ Company for your event because they have all their equipment onsite, their pricing is available to you right now, and they are very familiar with our venue." 

Sounds good, right? Maybe yes and maybe no. Here are 6 things to consider when engaging with any AV provider, from an equipment, budget, and resource prospective. 

Check the employee turnover rate of the providers you are considering. 

If the in-house supplier has a large turnover rate, especially their AV technicians, the playing field is level with any outside provider. That in-house supplier may actually have LESS experience at the meeting facility than the outside vendor. Ask this question of all your potential providers because long-term employment with minimum turnover shows stability within the organization. 

The in-house supplier is working for the hotel, not for you.

Sad, but true. The in-house AV company is most interested in keeping the people at the hotel happy; where an outside partner is contracted directly with you, the event planner. The outside company wants you to call on them again and again for business, so they will do everything in their power to keep you satisfied. "Just because an AV company has a good relationship with a hotel (or pays them a fat commission) doesn't mean I or my client gets the best service," said James Maynard, Director at Adventure Sports. 

Send out at least 3 RFPs, including one to the in-house company. 

Merle Klein, Director of Meeting Operations at MFM Lamey Group said, "Bids from in-house companies are almost always WAY over the top." Remember, a cut of what the in-house provider charges you is going directly to the venue. 

As a meeting professional, we are often overwhelmed with all the to-do's associated with our meeting or conference, so the last thing we want to do is focus on all the technology advancements associated with AV. But let's get real for a moment, audio visual equipment can "make or break" our meeting, and we know it. From sound and lighting rentals to the Wi-Fi array to working with a reputable AV company and negotiating a "win-win" contract, it all boils down to saving money and keeping our attendees happy. 

Here are 6 tips to help you negotiate with your conference equipment rental company:

Tip #1: Establish presenter needs and budget parameters.

Make certain you have in writing what equipment your speaker or speakers need and what equipment they are planning on bringing to the conference. Encourage them to leave their Mac or Laptop at home, but to load the presentation onto a USB drive or DVD. Having all the equipment from one source makes compatibility issues non-existent and giving your vendor a budget range allows them to quote good, better, and best options for the conference. 

Tip #2: As part of the negotiations, secure a "not to exceed" final aggregate bill. 

When working with your AV partner on contract negotiations, ask that the final bill not exceed a certain percentage of the agreed upon pricing (10% comes to mind) without authorization. Engaging an AV Project Manager can help streamline this process and keep you in the loop if change orders are needed.

Tip #3: Remember, newer technology is going to cost more.

You want to rent iPads for all your attendees to replace binders? Swap out Plasma TVs for screen rentals? Implement 3D LCD projectors instead of the older technology? Everything has a price and the newer the technology, generally the higher the cost. That is not a reason to use it, you just need to be realistic.

Tip #4: Remove any AV exclusivity clause from your venue contract.

Some venues will say you have to use their in-house AV provider. Make certain to strike that clause from the contract BEFORE you sign it. For more information on this subject, read the blog post "Your AV Bill of Rights." 

Tip #5: Schedule speakers where the technology is. 

Arrange the speaker selection and timing based on WHAT technology is set up in each room. One set up. One tear down. Very cost efficient. 

Tip #6: Look hard at all your discount options. 

Here are some simple options that can yield a small, large or somewhere in between discount for your organization:

• Ask your AV provider when their slow months, days of the week, or times are for renting audiovisual equipment. Knowing this in advance can help negotiate a reasonable discount for your meeting.


• Secure your AV partner for several meetings and/or over several years. Knowing they are going to have business for a number of events or years allows them to plan for equipment availability and staff several months in advance.


• Negotiate reasonable labor rates. Often times, labor can be the one item that goes out of control at an event. Working with your AV provider to minimize overtime and weekend rates, can keep your budget under control.

AV Event Solutions, a California meeting supplier, is willing and ready to work with you on your next event and help keep your budget in line! Call or click today!

With Earth Day approaching in a few weeks, many event planners are thinking of ways to green their meetings without breaking the budget. American Express recently polled meeting planners and suppliers and found that 53% of the planners polled are coordinating local meetings which will reduce their carbon footprint, 47% have green requests or requirements for their meetings, and 73% indicated their organizations are showing an increasing interest in green measures. 

Below are some simple tips to help make your next event more environmentally friendly:

1. Eliminate direct mail and printed promotional pieces. Redirect the dollars that were going to be spent  for print toward an email marketing campaign, blogging, and social media. If you don't have the time to do it yourself, hire someone to create a content calendar and provide the buzz about your event. 


2. Drop print advertising.  Shift those dollars to a Pay-Per-Click (PPC) campaign for your event. PPC is an effective and measurable tool that can be aimed directly to your attendee demographics. In addition, it is cost-effective because you only pay for the clicks that actually occur. 


3. Eliminate paper registration. Manage attendee registration process through online booking engines, such as Cvent, Eventbrite, or Constant Contact. 


4. Provide alternate transportation options. Encourage attendees to compare the cost of a flight, train, bus (such as Megabus), or subway. If it makes sense, coordinate carpooling to the event. 


5. Don't buy AV equipment. Renting Audio Visual equipment makes a lot of sense because that equipment can be used over and over again and when sourced through a local supplier, it can save you a lot of money on shipping. 


6. Provide session video recordings online. If attendees want to review a speaker after the session, provide a URL link or upload the presentation to YouTube. No jump drives or DVDs mean no shipping costs, no materials to be purchased, and most importantly, no hassle. 


7. Rent Tablet PCs to replace printed programs, guides, and speaker handouts. You immediately eliminate printing, paper, shipping, assembly, and distribution costs. In addition, mobile applications can include the following: 

• All session videos
• Searchable database 
• Speaker presentations
• Notes
• Online list of attendees
• Sponsorship information
• Exhibitor information
• Trade show layout with GPS system

8. Incorporate gaming options to bring home the green message. At Eventcamp Vancouver and GMIC games were played to resonate the sustainability message with attendees. 


9. Nix paper surveys. By introducing Audience Response System rentals to attendees, you can entirely eliminate paper, responses are calculated instantly, anonymously, and can be reviewed on the spot and after the event. 


10. Look hard at food and beverage options. Here are some simple ways to reduce, reuse, and recycle:

• Reduce the use of paper products. Use china, glass, and silverware. 
• Arrange for all left over food and beverages to be transported to a local food kitchen.
• Set up recycling stations and encourage attendees to recycle bottles and cans.
• Eliminate bottled water, use ice and pitchers. 
• Ask that the local farmer's market be used as a food source.  

AV Event Solutions, a California event equipment supplier, is available to help you make your next meeting green! Give them a call today to learn more about their technology tool options.  

What do shows like Oprah, Dr. Phil, Rachael Ray and organizations like Harvard Medical School, Humana, Pepsi, Coca-Cola, Lockheed Martin, Microsoft, American Express, Walt Disney World, and Bristol-Myers Squibb have in common? They have all have used wireless audience response systems!

Gone are the days of using paper handwritten response forms which are unwieldy and took several hours to compile the data. In addition, someone had to interpret poorly written responses. 

ARS units operate on secure radio frequencies, eliminating any concern about signal loss and penetrating sensitive data. Meeting planners and organizations who want to make sure the message at the meeting was heard by the attendees, can poll audience members easily and painlessly by giving each person a keypad and directing them to provide responses to multiple choice questions displayed on the screen rentals. Audience Response Systems provide instantaneous results. Here are some of the meeting types that ARS units make sense:

• Employee feedback on issues, products, or services
• Attendee surveys for the whole meeting and each breakout session
• Focus groups
• Product launching events
• Education and training
• Annual meeting for voting on proxy items

Here are the benefits of wireless audience response systems:

• By asking questions before, during, and after the presentation, you are engaging and involving your attendees. An involved audience member is going to remember more of the presentation, long after they leave the meeting.
• ARS instantly streamlines data compilation and can achieve it for further analysis.
• When voting on sensitive issues, these units allow instantaneous and anonymous responses.
• By pre-testing and post-testing employees, you can determine how much they learned at the education session and what materials need to covered in more depth. 

As with all other audio visual equipment, AV Event Solutions will provide installation, testing, and software programming of the ARS units. In addition to AV technicians, AV Event Solutions has knowledgeable and experienced project managers that can be onsite to handle any unforeseen circumstances. 

Call or get an express quote today to learn more about Audience Response Systems available from AV Event Solutions! They will gladly provide a quick turnaround quote for your next meeting or event!

You have the meeting location, dates, and speakers lined up. Phew! Now onto the more intricate part of the meeting planning process, selecting ground transportation, choosing the caterer, renting audio visual equipment, and so on and so on. How do you know the good vendors from the bad ones? The best thing to do is ask around in the industry and get credible references.

Here are 5 great questions to ask those references that can make you more comfortable in the selection process.

Did the Rental Company Anticipate Your Needs?

Did the vendor do everything you asked of them...and more? How educated are they in the meetings and events industry? Do they have a wide network, in case you need more help?

Taking orders is a thing of the past. Meeting planners need partners that can ask the right questions and anticipate their needs. Offering creative solutions to their problems creates value and makes you look good to the client

Did the Team have Critical Thinking Skills?

Was the rental company asking thoughtful questions or are they just handling the logistics? Were they asking a lot of questions and drilling down for more information? Did they challenge the current way of doing things --  offering better, well thoughtful ideas? 

Critical thinkers question everything and offer good alternatives. In addition, they handle crisis and manage problems calmly with a well thought out plan.

Were They Aligned with You, the Planner?

Was there open communication and trust with this partner? Did the event rental service companies understand what a great attendee experience is all about or were they just there to set up and tear down the equipment? Are they a team player?

Look for a partner that will bring tough issues to your attention, even when they would rather not. How did they work with the rest of the vendors? Did they pitch in when needed? 

Did They Learn from Event Mistakes?

Were they open or defensive to honest feedback? Failure actually breeds success, but only if it is corrected in a timely fashion. Truly professional partners realize it is less about them and more about getting it right.

A great event partner doesn't get defensive and they don't play the blame game. Their only goal is to get the event right and make sure that mistake don't occur in future events. 

Did They Have The Right Stuff? 

Did this event meeting services company provide the right equipment, people, and process to make your event run smoothly? It isn't just about linens, food, or the set up the PowerPoint presentation equipment. It's much more than that...its the people that put on the linens, serve the food, and setup, test, support, and integrate the AV equipment. 

AV Event Solutions, provides the right equipment, people, and process to make your event really shine! Give them a call today to learn more about their interactive technology tool rentals and project management team. 

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!

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!

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!

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

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

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

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

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

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


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


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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

What will this mean for the event meeting services industry?

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


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


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


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

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

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

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

1. Market Segmentation

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

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

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

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

2. Test Your Hypothesis

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

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

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

3. Step Into The Client's Shoes

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

4. Get Testimonials in the Form of Stories

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

5. See if it will Stick

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

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

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

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

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

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


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


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


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

The room setting and seating should have the following:

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


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


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

When renting audio visual equipment:

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


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


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

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

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

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

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

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

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

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

• Meeting Apps
• Corbin Ball
• LinkedIn Discussion Groups

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

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

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

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

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

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

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

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

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

FEAR: Attendees will take off early. 

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

FIX: Keep them engaged, interested, and motivated. 

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

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

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

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

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

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

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!