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? Get a list of all speakers' needs well in advance of your meeting date and schedule a rehearsal.
? Allow for rehearsal and set-up time in your meeting rooms.
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? Test equipment immediately prior to the beginning of the event. Check acoustics
Clap your hands sharply... talk loudly... listen carefully
Check to see if there are any echo's or dead spots.
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Plug-in and test the audio.
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Have spare bulks and extension cords on hand.
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Is the audiovisual the right distance from the screen, rigid and level?
Know the location of circuit breakers and fuses
Have spare fuses and standby circuits ready
Test the intercom system.
Is the emergency work light ready?
? Having a technician available to attend to your needs throughout the meeting may be your best insurance policy.
? If the facility where you are holding your meeting has AV equipment available check to make sure it is in good working order.
? Remember that poor-quality AV equipment can ruin a meeting.
To maximize your audio visual budget Aaron Donald Black Jersey , try the following:
? If using an outside vendor, choose a reputable company and reserve equipment early. If you have never worked with the supplier before, ask for references and check them.
? Negotiate all costs. Package deals are good for you and the rental companies. If they know your needs and have your timelines Eric Dickerson Black Jersey , it will be more cost effective.
? Make sure all agreements are in writing. If one company is not able to meet your needs, look at other companies until your needs are met.
? Provide clear instructions in writing. Include agendas and room layouts so your vendors know exactly what you expect.
? If you need help, find experienced production managers and technicians to oversee the AV portions of your event. Introduce yourself to the technicians who will be working your event Authentic Greg Gaines Jersey , and find out how to contact them should the need arise.
? Barter goods and services with your rental companies. They may want to advertise in your publications, exhibit at your trade show, or acquire leads from your attendees.
? Guaranteed performance is often a policy of AV companies. They will compensate clients for rental costs in the event of equipment failure. Even better Authentic Bobby Evans Jersey , many will provide on-site back-up.
Check the audio-visual equipment that is available at the meeting facility you are using. Many facilities have their own in-house audio department. Ask if any audio-visual equipment is included in your room charge? Be sure to check out the quality and age of the equipment provided.
Most facilities only provide a podium and microphone, so you will need to rent additional equipment from a qualified local audio-visual rental company. The facility where you are holding your meeting or the local Convention and Visitors Bureau can provide recommendations.
Written by Yvon Douran
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