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Lights, Camera, Action
Brian Monahan
Director of Business Development
Is This You?
AV Rock Star!
What happens in West Chester
These are insights
that most companies
won’t share!!
Don’t Tell My Boss
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• Presentation and Audio Visual Technologies
Survey Says – Technology of Meeting Planning
#1
2009#4
2008
61%
Key Points Covered
• AV Cost Savings Related to Venue Contracts
• AV Cost Savings Related with AV Companies
▬ Equipment
▬ Labor and Production
• AV Trends
▬ Equipment
▬ Techniques
• Q&A
Show Me The Money
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
Does Not Mark the Spot
* I agree to follow the production guidelines.
Unleash Your Inner Negotiator
Venue Related Costs
• Service Charge
• Rigging
• Union Labor
• Electrical
• House Sound
• Miscellaneous
▬ Borderline Ridiculous
Everything But The Chairs!
Service Charge
• 18 – 22% industry average
• ++ Equipment & Labor ?
• Request it be reflected in quote.
20% times any number is a lot of money.
Cost Savings
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
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
• Develop a Relationship
• Acquire Confidence
• Rely on Experience
• Let them do the Research
• This will let you focus on other tasks
• You still own the event
AV Companies
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
Organization = Savings
• Single Point of Contact
• Load In & Load Out Time Accounted For
• 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.
16:9 vs. 4:316:9 allows for more information to
be displayed on the screen.
AV Trends
Virtual Meetings
Try It!
LED Lighting
Screen as Backdrop
Fiber Optic Drape
Re-Cap
• Know Your Key Budget Areas
• Negotiate First, Sign Second
• Unleash Your Inner Negotiator
• A Trusted AV Partner is an Asset
Q&A
Thank You
For a digital copy of these slides.
www.prestigeav.com
Follow me on Twitter @coachbriany
Tip 1
• Its been said a picture is worth a
1000 words
• 2D Room Diagrams and 3D Room
Renderings will increase your business
and increase your productivity and
accuracy
Picture It
Tip 1
Meeting Matrix Diagram
Picture It
Tip 1
Hand Sketch
Picture It
Tip 1
Sketchup Rendering
Picture It
Tip 1
Sketchup Rendering
Picture It
Tip 2
• Gobo – Lighting Effect
• LCD – Projector or Monitor
• HD – High Definition
• Webcasting
• XGA-SXGA – Resolution
▬ Make a resolution to learn the lingo in 2010
Learn the Lingo
Tip 2
A little lighting goes a long way
Illuminate
Tip 3
• Webcasting
• Online Registration
• Google Calendar
• Google Sketchup
• YouTube
Embrace the Web
Tip 4
• Attend an AV Conference
• Take a floral class
• Take a dancing class
• Learn a new software program
Cross Training
Tip 5
• 4x3 ratio standard TV and computer’s are on
there way out; 16x9 & 3x1 wide screens are
the way in 2010
Go Wide, Go Digital
Tip 6
• Form a Mastermind Group of Event
Professionals, Challenge Each Other
"No two minds ever come together without, thereby,
creating a third, invisible, intangible force which
may be likened to a third mind."
-Napoleon Hill
Collaborate in ‘10
Tip 7
• Create 3 unique meeting themes of your
dreams and share them with clients
▬ I have drawn up two challenging concepts for the
Cincinnati Netherland Plaza Hotel which led to
actual events.
I have a dream.
Tip 8
• Create your own class, article or presentation
on your unique expertise
• When you teach others you expand your
understanding and become the expert
Be the Expert
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