Presentation Services Audio Visual

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!

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. 

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. 

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

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

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

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

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

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

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

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

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!

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

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

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

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

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

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


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


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

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

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

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

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

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


Myth #2: Presenters should dress like audience members. 

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

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

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

Myth #4: A commanding speaker uses a lectern. 

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

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

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

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

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

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

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

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

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

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

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

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

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!

Must Have #1: Easy Access for Attendees

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

Must Have #2: Value Pricing

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

Must Have #3: Local Resources

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

Must Have #4: Robust, Wired Rooms

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

Must Have #5: The Right Stuff

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

Must Have #6: Adequate Storage

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

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

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

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

Anticipation

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

Arrival

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

Atmosphere

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

Appetite

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

Amusement

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

Appreciation

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

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

Happy New Year! If you are like most Americans, you have thought about, or even written down, one or two personal resolutions you want to see accomplished in 2012. But have you ever thought about resolutions to help your meeting attendees?

Even though we are expected to continue to experience a sluggish economy and tight budgets, there are some simple and effective ways we can contribute to the wellness of our stressed-out attendees.

Here are some wellness tips that won't break the bank:

Look to Unique Venues.
Most of the time, we in the event meeting services industry, stick to hotels and convention centers as our venues of choice. But what about a spa, campground, or National Park? Often times, these locations can offer attendees much more value than your conventional hotel. Here is a checklist of things to consider when looking at venues "off the beaten path":

• Will this location calm my attendees?
• Does this venue offer scenic views or wide open spaces?
• Do they offer massages?
• Do they offer fitness classes, including yoga and Pilates?
• Do they offer golf and tennis?
• What about walking trails? 
• Does the venue offer nutritional cuisine? 
• What about horseback riding?

Make Fitness Easy.
All the items listed above, should be at the venue location or available via a convenient shuttle service that requires very little wait time and is available early in the morning and late at night. 

Hire Inspirational Speakers. 
If your meeting is in January, consider hiring a personal trainer, nutritionist, doctor, or someone who has lost a lot of weight. Encourage them to use PowerPoint presentation equipment to tell their story. Most attendees will be inspired by "before and after" stories from speakers who have lost a lot of weight or helped individuals to become fitter. 

Make Healthy Food Choices.
Instead of croissants, offer low-fat muffins. Instead of soda, water. More fruits and vegetables. Instead of beef, have boneless, skinless chicken breast. Ask to work with the chef on menu choices and don't be afraid to offer a vegetarian choice or two during the conference. 

Tea is the Number 1 Beverage. 
According to research, tea helps fight cancer, heart disease, lower blood sugar, fight colds, and prevent gum disease. 
Make Breaks Healthy. 
Most people make a bee-line to the bathrooms and/or food during the 10-minute breaks between sessions. How about extending the breaks and offering the following?

• Chair massages. Have enough chairs and massage therapists available so attendees don't need to wait in a long line.
• Stretching sessions. Stretching can energize attendees and help them work out any kinks in their backs and necks. 
• Nutritional information posted at each snack option so attendees are aware of the caloric content of each choice. 

Embrace the senses. 

• During breaks, play sothing music and lower the lights through a high quality sound and lighting rental system. 
• Look at LED light equipment rentals for more subtle lighting options. 
• Consider aromatherapy to help concentration and reduce tension. 
• Touchscreen technology, such as iPads or computer kiosks, can give attendees a tactical feel to their learning process. 

AV Event Solutions is your audio visual partner for 2012 and beyond! They can provide you with sound and lighting equipment, LCD projectors, screen rentals, 1st and 2nd generation iPad rentals, and touch panel kiosks. Give them a call or request Express Quote today!

PowerPoint presentations are evolving just as technology is. Due to increased bandwidth and the availability of more powerful presentation services audio visual equipment, PowerPoint presentations no longer need to be dull and boring. Below are some emerging trends in the presentation arena.

Light Backgrounds Are Back In

When PowerPoint software first became available 20 years ago, everyone had white backgrounds with black text. Somewhere along the way, we felt the need to make our backgrounds dark with white or light text. Now, we are back where we started. Sort of. Light backgrounds, not neccessarily white, with dark text represent a fresher, more relaxed design. 

No More Bullets

Small headlines and good graphics can tell the story. Less is more. After all, the slide is only supposed to aid the presenter in their talk, not tell the whole story. Here's a good example of slides highlighting that the obesity epidemic is a recent phenomenon.

Photos are In, Clip Art is Out

Clip Art was the way to go for many years, but now it is dead with the ability to access millions of quality photos through an asundry of sites. Some of the more common quality photo sites are  iStockphoto and Photoshop. Professional photos create a look and feel that audience members can connect with because it shows people just like them. 

Video Clips are Expected

It used to be that video clips within a PowerPoint presentation was not possible because of the limited bandwidth of the venue which in turn created huge buffering problems and made for many awkward silences. With the ability to rent Wi-Fi network arrays which give the network a tremendous boost, this is no longer an issue. Presenters can easily move from PowerPoint to video and to the Internet with ease and speed. 

Rent iPads as personalized presentation product

The iPad can integrate text, graphics, video, audio, and interactivity -- all on one little thin tablet. Through the use of the product SlideShark, Powerpoint presentations can be viewed on the iPad, while preserving the color and automation of the slides. Keynote, presentation software for the iPad, allows for the creation of Powerpoint-like presentations that can be saved on the iCloud and viewed on mulitple iPads. 

Cloudware is where it is at

All PowerPoint presentations at your conference should be uploaded to Slideshare or Google Docs so attendees can view the presentation at a later date. In addition, many presentations can be recorded and uploaded to YouTube. 

Plasma Display rentals replace screen rentals

HD Plasma TVs make Powerpoint presentations pop versus standard tripod screens. The wider screen allows for better viewing by participants, including videos and photographs.

AV Event Solutions is a California meeting equipment supplier can provide you with state-of-the-art LCD projectors, Plasma TVs, iPads, and Wi-Fi network arrays. Give them a call today!

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! 

Meetings and events are fantastic ways to network, build brand awareness about your product and/or organization, and connect with your customer and prospect base. Unfortunately, many meeting planners, especially novice ones, don't take enough time to look at the meeting from the attendee's point of view.

Attendee's are well educated with long memories about your organization and events. If you want to make a lasting impression, avoid these 8 common mistakes.

1. Don't research the venue. 

It is very important that you have the right event at the right venue. There are many ways to vet a location. Here are just a few:

• Google the site and read every link on the first page
• Go to TripAdvisor and read all the reviews from business clients
• Ask for feedback about this location on LinkedIn groups 
• When you go for a site visit, pay attention to the little details -- the parking lot, the bathrooms, and how the service staff treats you.

2. Ignore local resources. 

Whatever city you decide to host your event, remember this: use of local businesses is good for the local economy. Local businesses know their own city and can help you with other suppliers and partners. When you use local resources, such as when renting audio visual equipment, you will save time (they are close), money (no shipping charges), and fulfill your desire to be green (reduce carbon footprint).

3. Falsify information. 

Over inflating attendee, sponsor, and exhibitor numbers to potential partners and vendors is a big no-no and will come back to bite you. Be completely ethical. Tell them the truth always. If you don't know the answer to the question, say so and let them know you will get back to them in a day or a week and then, get back to them!

4. No compelling reason to attend. 

Attendees are busy people and they view 10 to 100 pitches on why they should attend various events. They scan the pitches quickly, so yours needs to compelling. 

Make it easy for them to say yes. Don't make them search several paragraphs down in an email. Tell them in the subject line and within the first 3 to 4 sentences. 

5. Not building relationships. 

Business is about relationships. You want 10 sponsors and 150 exhibitors at your next event 9 months from now? Start building those relationships now. Find out how you can help them make their business grow. 

6. Ignoring one type of media. 

Is your marketing strategy for your next event all digital or all print? If so, you need to rethink this strategy because you will leave a whole group of potential attendees behind. You don't need to increase your marketing budget, just reallocate it to more of a 50/50 mix.

7. Not letting attendees/sponsors/exhibitors know who to contact when onsite.

Event meeting services organizations are busy when they are running the event, but it very important that everyone knows who they can contact if a question or concern arises. Letting everyone know your cell number, Twitter name, and email address are great ways to keep in contact. Make certain your smartphone or iPad is set up to monitor this traffic and respond to it quickly.

8. Long-Winded Sessions. 

Research says that attendees maximize their learning in 50-minute increments or less. Don't let your sessions be long and lecture oriented. Give the audience members a chance to interact with the presenter, as well as, with each other. 

Event planning in California? AV Event Solutions has a variety of interactive technology tool rentals available to help you make your next meeting more compelling and interactive. Give them a call at 888.249. 4303 for a guaranteed same-day response!

Are you in the process of speaker selection for next year's meeting, conference or product launching event? Hiring high energy presenters who deliver a great message will make your meeting memorable, long after the event is over. So, what should you look for when reviewing the speaker's presentation?

Below is a checklist of things every planner should keep in mind during the hiring phase.

1. Share much about the audience and how they learn.
   
   Tell your speaker as much information as possible about the demographics of your attendees and how they learn most effectively. Do they learn passively or interactively? Visually or Audibly? 


2. Make certain the speaker develops their own slides.
   
   I can't tell you how many presentations I have been to where the boss or co-worker of the presenter developed the slide deck. It wasn't the presenters voice, so the message was not authentic. Attendees are turned off quickly especially if the speaker starts to read from the slides, flip through them fast, or worse, stares and says "I have no ideas what this means." Put it in writing that they MUST put together their own message.


3. The presentation needs to flow and not be rushed.
   
   Is there a beginning, middle, and ending?
   
   Are there more than 6 lines on each slide and more than 6 words across? If so, have the speaker rework it.
   
   Does the presentation integrate color, graphics, photos, and video? Presentation services audio visual equipment is pretty sophisticated nowadays, allowing for bright, quality, visual presentations which can be better retained by audience members.
   
   How many slides are in the presentation? Standard rule of thumb is take the allotted time divided in half and that should be the maximum number of slides the presenter has. In other words, if it is a 30 minute presentation, no more than 15 slides with the intention of spending 1 to 2 minutes on each one.


4. Remove the podium.
   
   Many speakers like to "hide" behind the lectern and put that artificial barrier between the audience and themselves. Hire a speaker that is comfortable walking around the stage and even going into the audience and mingling with attendees. Every presenter I have witnessed doing this, especially the ones that get down off the riser, create an energy that resonates with the attendees.


5. An "attention grabbing" opening.
   
   It's true what they say, "You never have a second chance to make a first impression." What is the first thing that comes out of the speaker's mouth? Do they tell a story? Joke? New information? It needs to be interesting and compelling.


6. Summarize and Engage.
   
   Does the speaker summarize their entire speech at the end of the presentation? How do they engage the audience members? 


7. Call-to-Action.
   
   Make certain the presenter has a specific call to action or key takeaways. Many good speakers have the audience members write out what they are going to do in the next week, month, or year. What do they or you want the attendees to do?

Are you event planning in California? Call on AV Event Solutions to provide you with state-of-the-art presentation services audio visual equipment that will make your meeting come to life! Give them a call or request Express Quote for more information!

Trainers are set out with one mission: to train employees about something new...a new product, a new service, or a new procedure. They are dependent on event audio visual rentals to get their message across and transfer learning to the attendees. With the plethora of AV choices, you may be wondering which equipment is best for the learner.

Here are some questions to consider when scheduling your next training session.

Question 1: What is the training objective?

Is the training required knowledge, such as HR Policies and Procedures? Is it a new product launch? A new computer program? What skills do the attendees need to walk away with?

For required training, there needs to be interaction and demonstration. New product training may require testing of the features and benefits. The trainer needs to determine the amount of interaction required and choose the right AV equipment to fit the audience needs.

Question 2: When renting audio visual equipment, what technology tools will prove useful to my audience? 

Attendees have different learning styles, which are in 3 categories:

• Visual: Learn by seeing 
• Auditory: Learn by hearing
• Kinesthetic: Learn by doing

For the visual learner, good Powerpoint presentation equipment is key. The slides will need to contain colors, large fonts, and graphics. Videos and photographs are a plus.

For the auditory learner, a good sound system is important. Hearing the trainer's words and recording the session are needed. Auditory learners enjoy having the ability to go back and hear something again, they may have missed the first time around. 

For the kinesthetic learner, the ability to touch something as part of the learning process will help drive the message home. Wireless Audience Response Systems can be used by the attendees as a polling device to determine their level of understanding of the materials. Rent iPads and let attendees takes notes on them as the presentation is going on. 

The trainer needs to get his or her message across while making the audience members fully understand the message. 

Question 3: How involved do I want my audience members? 

If the training is on new HR policies and procedures, probably not very much. However, if it a computer training on new company wide software, probably a whole lot. 

For a lecture type of setting, it is important that the seating be comfortable. The trainer will need a laptop PC, LCD Projector and screen rental. Having the right sized screen rentals so everyone can see the presentation is also very important. 

For the interactive session, wireless microphones throughout the room will allow for easy access to the trainer. Laptops or iPads can be used to teach them about new software, poll attendees on their knowledge level, or to ask questions of the trainer. These computers can also be used for providing group activities or seeking attendee feedback. 

AV Event Solutions is your California training audio visual equipment supplier! They can provide you with all the technology tools you need to make an impact with your audience. Click on their website to learn more about their offerings and speak to a trained account specialist regarding your needs.