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Managing AV Budgets and AV Trends
 

Managing AV Budgets and AV Trends

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A transparent look at how you can save money on your AV budget for your next event. ...

A transparent look at how you can save money on your AV budget for your next event.

In todays business climate it is a buyers market.

Brian Monahan and Shane Williams cover budget saving measures related to venue and facility costs as well as av contracts.

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Managing AV Budgets and AV Trends Managing AV Budgets and AV Trends Presentation Transcript

  •  
    • Managing AV Budgets
    • &
    • AV Industry Trends
    • Shane Williams
    • Vice President
    • Senior Project Manager
    Brian Monahan Director 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
  • What happens in Herndon…….
    • These are insights
    • that most companies
    • won’t share!!
  • Just Released
  • Just Released The Ultimate Speaker Timer Stun Gun! Guaranteed On Time!
  • Free Prototype The Analog Speaker Timer Stun Gun!!! * Feel free to test your demo unit today. * Only while Shane is speaking
  • Is This You?
  • AV Rock Star!
  • 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
    FALSE
  • 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 20% Service Charge You Bet it Does…. $10,400 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
  • 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. 4:3
    16:9 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 Covered Client Logo Covered Client Logo Covered
  • Fiber Optic Drape 4x3 Ratio Standard Definition
  • Virtual Meeting Products
    • Ustream.tv
    4x3 Ratio Standard Definition
  • 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 [email_address] 513-615-4800 cell Brian Monahan [email_address] 513-703-0674 cell