Sound and Lighting Rental

When an attendee walks into a meeting space, they have certain assumptions about what should be available to them based on their experience at home and work. In their home, they probably have lightning fast Wi-Fi, a large HDTV and Blu-Ray system with surround sound, and a smartphone with a multitude of apps loaded on it. A Facebook post or tweet is just a click away. Photos are taken with ease and uploaded instantaneously.

At work, the Wi-Fi network might be a little slower, but it is still pretty quick. Emails, social media, and internal meetings are fast-paced and intention driven. Everyone is busy, busy, busy. And this visual stimulation is just going to continue to increase with the broad application of 3D technology and innovative interactive technology tool rentals. 

Andrea Sullivan, President of BrainStrength Systems said, "Young people today have different brain wiring than older people who used different technologies that were dominate in earlier decades. For instance, older generations who are used to print media read from left to right and top to bottom, while younger people, who are used to reading screens, pick out boxes and colors, and bounce around the viewing area with their eyes to absorb information." 

1. The lifespan of a meeting has changed. For many years, planners mailed and emailed invitations to their events directly to potential attendees. They usually had a 2nd or 3rd mailing, followed by a telephone call. Once the event was over and the post-event analysis completed, most planners took a few days off and didn't give that meeting another thought until the planning began for the following year's conference. 
   
   This is not the way of the world any longer. Attendees no longer want direct mail and younger attendees don't even check their email accounts. They want to know who is coming to the event and have an online community to connect with others, before, during, and after the event. Facebook friends, LinkedIn connections, and Twitter followers are the way attendees connect and stay connected.  
    
2. Sound and lighting rentals are extremely important. Sound and light set the mood for the meeting. Most attendees want to "feel" something when they go to a conference. They want to be moved in someway. No better way to do this than through a stimulating and welcoming environment with staging, lighting, sound, and displays, such as computer kiosks, that compel the attendee to take notice. 
    
3. AV and IT are converging. In order to have interactive technology tool rentals work well in the meeting environment, the right equipment needs to be synced with a fast, robust, and secure Wi-Fi network. Many venues offer Wi-Fi access, but it isn't going to meet the needs of 1,000 attendees due to limited access points and bandwidth. Renting a Wi-Fi network array can boost the bandwidth significantly and can be obtained through AV Event Solutions! 

Give your attendees that "living room" feeling with HD Plasma TV rentals, innovative sound and lighting options, and state-of-the-art AV technology. If you are event planning in California, contact AV Event Solutions for the total meeting equipment package! 

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!

If you have never caught the TV show Mad Men, you owe it to yourself to check it out at least once. It is about a posh Manhattan advertising agency set in the 1960's. Don Draper, the leading man in the series, constantly reminds his team that the ads they present to their clients need to focus on benefits, not features of the product or service they are trying to sell. Here is the trailer for Mad Men, which in itself is selling the benefits of the show.

Contrast the video below of Bipasha, a beautiful model, pitching Pantene Shampoo. There is a real disconnect between the model and the product because the video is choppy due to poor editing and hissing on the microphone which takes away from the message. You can't envision how she uses the shampoo (even though she has beautiful hair) and most importantly, the product pitch is lost.

Lastly, take a look at the new iPad video. Wow! What a difference! It is showing you the benefits of the new iPad and they aren't telling you anything about the product. Take a look and see for yourself.

What are the key takeaways you can use for your next product launching event and how would the team at Mad Men pitch it to you? Don Draper himself would say the following:

Benefits trump features every time. Benefits describe the way the qualities of your product positively affect the attendee, ultimately by making their life better and easier. Often times focusing on one benefit is good enough, such as the new iPad ad did above. 

Compare the following statements about light equipment rentals:

(BENEFITS) Lighting for your next event sets the mood in the room, illuminates the product or people that attendees need to focus on, and can provide an endless array of composition options through color and design. 

(FEATURES) Lighting has many options including pinspot, stationary, LED, spotlights, color, and of course, natural. Work with your AV team to determine which lighting option is best for you. 

What problem is the product solving for your attendees? 

Here are some samples of problem solving statements:

• Rent iPads for your next meeting so attendees don't have to carry around binders, laptops, sponsorship information, and tradeshow brochures. A 10-ounce tablet can do the trick!
• Use wireless audience response systems to track and compile speaker and conference evaluations. No more paper to pass out, collect, and compile! Response rates will increase to at least 90% with ARS units.
• Wi-Fi network arrays can solve your bandwidth burden. Having a fast and robust router can keep your attendees online, all the time.

Use video, photos, and color at every opportunity. 

I could describe the lighting in this room, or I could show you a photograph and you would get it immediately. 

We are visual learners. The more video, photo, and/or color you can implement into your message the better opportunity you have for the audience members to grasp the concept. 

AV Event Solutions will be your Mad Men consultants for lighting, sound, iPad rental, audience response rentals, Wi-Fi array, and computer kiosk solutions. Give them call today at 888.249.4903!

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

AUDIENCE RESPONSE SYSTEMS

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

BUMP

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

COMPUTER KIOSK

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

DIGITAL SIGNAGE

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

EVENT PLANNING SERVICES

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

FOURSQUARE

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

GAMIFICATION

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

HOOTSUITE

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

iPAD

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

JUSTIFICATION

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

KIOSK RENTALS

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

LIGHT EQUIPMENT RENTAL

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

MICROPHONES

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

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

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

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

The Super Bowl has Something for Everyone.

The Super Bowl has Great Pregame Hype. 

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

• 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.

• 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.

• 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. 

• 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. 

• 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.  

• 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. 

• 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. 

• 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.  

• 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. 

• 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. 

• 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?

• 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. 

• 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. 

Everyone is talking about increasing attendee participation and interactivity, but there are no real guidelines to make it happen. From registration to the last function of your meeting, it is important for attendees to always feel welcome. Some experienced meeting planners recently weighed in on this topic on a LinkedIn PCMA Group Discussion. Below, is a synopsis of their thoughts, along with a few of my own.

• Create an environment that "invites people in." Is your area, warm and inviting? Is your staff smiling and attending to the registrant's needs?
• Have a lot of space around the registration area for people to mingle. 
• Call registrants "participants" rather than "attendees".
• Have your Board of Directors, Sponsors, and/or Volunteers at the registration area to greet participants and "show them around."
• Assign Mentors to first-time attendees and, if possible, have the mentors at the registration area ready to greet their mentee.

• Have Ambassadors be on the look out for "lost attendees." These individuals come into a networking event by themselves, and are desperately looking for a familiar face. Be that face and invite them in. 
• Have a networking event on the eve of the conference and have Board Members serve as Ambassadors.
• Have stations with Discussion Topics on them and encourage participants to go to the tables of interest to them. This can be completed over a meal, such as breakfast or lunch.
• If you decide to do the Discussion Topics at a seperate time, have participants rotate to a new table after 15 or 20 minutes. 

• Sound and lighting rentals are key to increasing attendees participation. The ability to hear what the speaker and other participants are saying can increase interactivity. Wireless mics can be placed throughout the room. A dark room discourages interactivity. There are many light equipment rental options to maximize audience participation.
• Wireless Audience Response Systems can allow participants to weigh-in on the topic anonymously while allowing event organizers to collect data instantly.
• Rent Tablet PCs for each attendee or place one tablet on each table for small group discussions. Facilitators can share questions for group discussion, accept questions and comments via Twitter, or allow participants to make notes on the downloaded presentation.

• Look at the room from a networker/participant's point of view. What seating will allow for the most interaction between multiple individuals? Or better yet, between multiple tables? 
• Dr. Paul Radde's book called Seating Matters: State of the Art Seating Arrangements delves into the 5 seating principals and 17 factors that can help troubleshoot any meeting room. 
• Make certain that a lot of extra chairs and tables are not in the room. It zaps the energy out of the meeting because it allows participants to be seated yelling distance away from each other and stay primarily in the back. 

3-D projection mapping, high-resolution HD projectors, and sharkstooth screen rentals. Wondering which of these technologies you should use at your next event? Before you get all caught up in the oohs and aaahs of this new technology and all they have to offer, it is best to answer the following questions about your event:

1. What is your message and how will this new technology help you convey it?
2. What is your meeting's theme? 
3. What is your AV budget?

• HD plasma displays can be used to replace traditional screens. They can be used to display videos and Powerpoint presentation. The quality of the display is great and can be seen even from far away. You will see this technology more and more in meetings as the price point continues to decrease over time. 


• Sharkstooth scrims are 70% transparent and allows you to project images and make images look like they are 3D, with no glasses required. 


• LED light equipment rentals can be used to add highlights to the stage. Panels of LED displays can be linked together to create giant canvases that can change as your speakers change. 

• 3D is cool, just like the movies. There are 2 options with this technology:  1) 3D projection mapping is very expensive but attendees do not require glasses to see the images. 2) 3D LCD projection that require attendees to wear glasses that can cost $1-2 per attendee. 

• DL3 is a LCD projector that is hung from cables and allows you to use digital content and make colleagues and split off images and move them to anywhere in the room. 


• Sound and lighting rentals can look rather advanced, but just using creative sources make your event shine. 
  
  You can have an inexpensive laser show by using a rotating disco ball. A great sound mixer can add digital music to create ambiance to the event.

Your boss just entered the office to let you know that she expects you to plan a super-duper customer appreciation event between now and the end of the year. Since you have limited knowledge with this type of event, the task before you seems daunting. But it doesn't have to!

Here are 4 great tips to help you see your way clear and make everyone happy; most importantly your customers!

• Invitations
• Food and Beverage
• Meeting Space, if it is held off site
• Decorations
• Entertainment and
• Event audio visual rentals

• What level are they in the organization? CEO? Sales Manager?
• What generation or generations are coming to the event? 
• What sex will predominately be in attendance?
• What areas of the country will be represented? 
• Are you extending this invitation to spouses and significant others?

• Who are you going to invite? This will determine the size of venue you need to host the event.
• What does it need to say? Other than the event specifics, you want to give your audience a glimpse of why they should attend. 
• Consider giving your event a theme. 
• Have a RSVP process. Give them several ways to respond via telephone, email, or registration on your website. 

• Formal Invitation to mailed out with RSVP cards inserted. Looking something like a wedding invite, many companies don't want to spend the money or time to produce an invitation of this nature. However, if you have the budget, I would recommend doing it, especially for your VIP attendees.
• Flyers. These are great for a more informal or company-wide launch where it will be held in an informal setting such as an outside venue or holiday gathering.
• Brochures. If a lot needs to be conveyed about the product or service launch, a brochure is great marketing piece to convey it.

• Put your invitation on your website, complete with registration area.
• Blog about the event and consider having guest bloggers.
• Set up a Twitter strategy for days leading up to the event and make sure attendees that join you the day of the event are encouraged to tweet about it.
• Create an email campaign inviting attendees.

• Touch panel kiosks throughout the event space can run video about the new product or service, quiz attendees after the launch, and/or allow them to register for the grand prize drawing. 
• Sound and lighting rentals are key because the spotlight can be on the new product and it is also important the audience hear every word about what's new. Lighting can also create a mood of mystery and a great sound system can be used for music, as well as, the keynote speaker. Having wireless mics throughout the room will also allow the attendees to easily participate in the Q&A session. 
• Wireless Audience Response Systems can instantly capture the attendee's feedback about the new product. 

What does a great speaker look and sound like? It is often hard to put into words, but we usually know when we find them. Besides wonderful peer reviews, it is important to have a checklist of things to ask your speaker during the interview process. Before signing a contract with them, consider the following questions as a useful speaker's guide.    

1. How much time does it take to prepare their presentation?
2. How do they tailor their presentation to the audience demographics and needs? Ideally, you want to hire a speaker that asks a lot of questions about your meeting and tailors their talk to meet the attendees' needs. 
3. What is the key message?
4. Do they integrate stories and facts into the presentation? What research are their facts based on? A thought leader is going to impress their audience. Having someone that can "dive deep" into subject matter content is what attendees are demanding. 
5. Are they using Powerpoint and/or other AV equipment? If so, what presentation services audio visual equipment do they require? Make sure to get this in writing. 
6. How long do they rehearse their presentation? You definitely don't want someone to "wing it" but a presentation given by rote is not effective either. Somewhere in between is good. 
7. Are they willing to come 1 to 2 hours before their presentation time to test and run through the Powerpoint presentation equipment? If they are not willing to come early and test the equipment, don't hire them. Since technology is so important to the success of most meetings, it is vital the speaker come early, run through their presentation, and meet the AV support staff.

1. Do they have presentation videos or can you see them live at another meeting? Check out their videos and have others from your organization do the same. See them live, if possible, so you can read the audience and experience first-hand the energy in the room. 
2. Are they reading from the PowerPoint slides or their notes? This shows a huge lack of preparedness. 
3. Does their presentation seem mechanical, spontaneous or somewhere in between?
4. How is the speaker engaging the audience? Look to the body language of the audience and see if they are leaning in, smiling, or nodding their heads. 
5. Does the speaker have lots of energy and enthusiasm?
6. Do they have too many Powerpoint slides for the time allotment? This is one area where you can step in, before they get there, and tighten or eliminate some slides.

1. Is the speaker willing to come early, stay late, and attend conference networking events?
2. Are they willing to "go with the flow" during their talk?
3. Do they ask the audience questions throughout the presentation? If so, make certain you have the right sound and lighting rental service so the presenter can both see and hear the attendee.