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.

bmonahan@prestigeav.com

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

• Facebook

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

Brian Monahan

bmonahan@prestigeav.com

www.prestigeav.com