The “perfect storm” almost happened a few years ago. The planner had a very relaxed attitude and felt that everything could be handled the morning of this high profile international event. After much frustration in trying to uncover the presentation details from the planner, our representative attended a pre-event speaker reception. It was discovered that three formats of video were to be used: NTSC (North America and select other countries), Pal (Most of Europe, Australia and select countries) and Secam (France, Russia and select other countries).

You quickly understand the value of strong relationships when you are phoning people at home after midnight because you must have several video conversions completed by 7 am. In addition, the first breakfast keynote presentation was by a representative of the military and the presentation could only run off their high-speed work station that required a very high resolution projector.

Another point to consider is how to handle late equipment requests or equipment that you might be bringing. It is a good idea to understand how you want last minute requests managed. Without clear communication on this process a keynote speaker can arrive on-site and demand that additional equipment be added at your expense and consternation.

Let your AV suppliers know what equipment you are planning to provide and how it will integrate into the system. Often a client shows up for a presentation with a laptop expecting it to play a DVD video. It would play on the computer screen perfectly but the video does not project when projected. This is generally because the video card and the dedicated video RAM can’t support the video output to the projector. Test the laptop well in advance.

Are your AV plans going to incur additional charges from the venue? An example of this is that many staging designs call for theatrical-style lighting that do not run off regular electrical power. A 220-volt power-drop is required (stove type plug) and most venues will charge for this service. Ask the venues about their policies before you sign their contract.

All of the above points will affect the final flow, look and cost of the event.

A well-written RFP is worth the time and effort it takes to put together. Have a reputable AV supplier help you write the RFP. A supplier that knows the venue can help specify the proper equipment you will need. This also takes the guess work out for companies that are responding to the RFP.

What size and format of screen is appropriate for the room? How bright of a projector is needed? Do not ask for a make of projector; ask for technical specifications to be met. “We require a 4,000-lumen projector with a natural XGA resolution.” What other small technical equipment is needed? For example: there are many types of video switchers and their costs vary from under $50.00 per day to more than $1,000.00. “We require a seamless switcher with inputs for two computers, DVD player and a camera for image magnification.”

A well-written RFP saves both the planner and the AV company time and aggravation. The AV supplier wants to include the proper equipment and the planner wants to avoid having to spend their day fielding numerous technical questions. A well-written RFP also speeds up the decision making process when reviewing the proposals.

Negotiating is when expectations and reality collide. A Hollywood show may be out of the budget so what is the plan of action? You can scale back on the AV or you can find additional budget from elsewhere. As noted earlier, this is a good time to go over set up, show and dismantle times, scripts, itinerary, client equipment and handling of last minute changes. Ask the AV supplier for ideas that will get you the most bang for your budget and see what they bring to the table.

The final contract provides the planner and the AV supplier a clear understanding of what is expected. This includes the RFP requirements as well as the negotiated issues. Half an hour before the show is not the time to be opening up negotiations. Nobody looks good if there is an argument happening while the delegates are arriving!

Include your AV supplier in the pre-event meetings with your venue. Having all of your suppliers on the same page can save headaches and stress for everyone involved. Needless arguments between the AV committee and the decorating committee can be avoided if everyone communicates before the set-up. In fact, a superior room design can be achieved when working together.

A well-planned and written RFP, proper negotiations and contracts go a long way to confidently getting the best value for your AV dollar, saving valuable planning time and less on-site stress for everyone involved.

Ralph Niekamp, Inland AV Saskatoon General Manager addresses audiovisual considerations important to event planners. As a branch manager, Ralph brings a unique perspective as he is involved in both permanent systems design and integration and AV rentals applications.

Filed under: Columns & Advice