Managing AV Budgets

&

AV Industry Trends

Shane WilliamsVice President

Senior Project Manager

Brian MonahanDirector of Business Development

Senior Project Manager

AV Budgets & Trends

• AV Cost Savings Related to Venue Contracts

• AV Cost Savings Related with AV Companies

• Equipment

• Labor and Production

• AV Trends

• Equipment

• Techniques

• Internet Sites to Enhance Your Meeting

• Q&A

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Is This You?

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AV Budget Areas

• Sound

• Video/Projection

• Lighting

• Set Elements/Staging

• Creative Production

• Facility Costs & Electrical

• Shipping/Travel Costs

• Labor

Venue Contract Myths

• I have to use the in-house AV company

• The in-house has the most expertise

• Outside AV vendor will cost more

• I have to pay the service charge

• The house sound is adequate FALS

E

Does Not Mark the Spot

Unleash Your Inner Negotiator

Venue Related Costs

• Service Charge

• Rigging

• Union Labor

• Electrical

• House Sound

• Miscellaneous

• Borderline Ridiculous

Everything But The Chairs!

Does It Add Up – Service Charge

No Service BO Substitute Equipment Only Equipment and Labor

Breakout Equipment $8,000. x x x

Breakout Labor $2,000 x

General Session Equipment $25,000 x x

General Session Labor $15,000 x

$50,000 $49,600 $56,600 $60,000

20% Service Charge

You Bet it Does…. $10,400

Service Charge – Cost Savings

• Ask for it to be reduced or waived

• Ask for a discount on equipment to offset the service charge

• Hire an outside vendor

• Be sure to read fine print service charge may still apply

• Ask the in-house to waive the service charge if you select them

Rigging– Cost Savings

• Combined Rigging Calls

• Rigging point fees to be waived

• Lift rental included in rigging call

Union Labor – Cost Savings

• Ask for special arrangements

• Choose a non-union facility

Electrical - Cost Savings

• Meeting room power

• 1 time charge per room

House Sound - Cost Savings

• Request podium and mic per breakout complimentary

• Request outside av company tie in to house sound

• Pre-negotiate “patch fees”

• Bring simple sound systems (sometimes costs less)

Hidden Charges

• Dock fees

• Elevator costs

• Carpet protection

• Load in “supervisor” costs (house tech)

Unleash Your Inner Negotiator

AV Companies

• Develop a Relationship

• Acquire Confidence

• Rely on Experience

• Let them do the Research

• This will let you focus on other tasks

Cost Savings – AV Companies

• Multi-year contracts

• Discount request

• Weekly Rates

• Combined Services (AV, Lighting, Creative, Breakouts)

• Logistics (utilize larger rooms for multiple sessions)

• Confirmed Presenter AV Needs (Only order what you need)

Criteria for Choosing AV Company

• Experience

• In reference to the scope of the work

• Equipment Inventory

• Quality and Quantity

• Will they be sub-renting

• Staff

• Quality and Quantity

• Freelance versus employees

• Testimonials/References

Cost Savings Labor & Production

• Load in and Load Out Days (Saves on OT Labor)

• 24 hour holds for general session rooms (minimum)

• Production Schedules/Labor Calls

• On-site crew meals keep crew focused and cuts down on total hours.

• Keeps crew onsite all day

Organization = Savings

• Single Point of Contact

• Will know what to do and how to get it done

• Spreadsheets with Equipment Requests

• Less add-ons means less additional costs

• Agendas & Banquet Event Orders

• Knowing when rooms are needed (avoiding resets)

• Diagrams & Renderings

• Rehearsal Schedules

• Radio/Phone Contact (Instant Communication)

AV Trends

High Definition = Widescreen

Widescreen = High Definition.

AV Trends

16:9 vs. 4:316:9 allows for more information to be

displayed on the screen.

Embedded Video

4x3 Ratio

Standard Definition

LED Lighting

4x3 Ratio

Standard Definition

HD Projection

4x3 Ratio

Standard Definition

Client Logo Covered

Client Logo CoveredClient

Logo CoveredClient

Logo Covered

Fiber Optic Drape

4x3 Ratio

Standard Definition

Virtual Meeting Products

4x3 Ratio

Standard Definition

• Ustream.tv

Virtual Meeting Products

• Slideshare.net

Virtual Meeting Products

• PollEveryWhere.com

• Cell Phone ARS

Re-Cap

• Know Your Key Budget Areas

• Negotiate First, Sign Second

• Unleash Your Inner Negotiator

• A Trusted AV Partner is an Asset

Q&A

?

Shane Williams

swilliams@prestigeav.com

513-615-4800 cell

Brian Monahan

bmonahan@prestigeav.com

513-703-0674 cell