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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.

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.

Published in: Travel, Business, Technology
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Managing AV Budgets and AV Trends

  1. 2. <ul><li>Managing AV Budgets </li></ul><ul><li>& </li></ul><ul><li>AV Industry Trends </li></ul>
  2. 3. <ul><li>Shane Williams </li></ul><ul><li>Vice President </li></ul><ul><li>Senior Project Manager </li></ul>Brian Monahan Director of Business Development Senior Project Manager
  3. 4. AV Budgets & Trends <ul><li>AV Cost Savings Related to Venue Contracts </li></ul><ul><li>AV Cost Savings Related with AV Companies </li></ul><ul><ul><li>Equipment </li></ul></ul><ul><ul><li>Labor and Production </li></ul></ul><ul><li>AV Trends </li></ul><ul><ul><li>Equipment </li></ul></ul><ul><ul><li>Techniques </li></ul></ul><ul><li>Internet Sites to Enhance Your Meeting </li></ul><ul><li>Q&A </li></ul>
  4. 5. What happens in Herndon……. <ul><li>These are insights </li></ul><ul><li>that most companies </li></ul><ul><li>won’t share!! </li></ul>
  5. 6. Just Released
  6. 7. Just Released The Ultimate Speaker Timer Stun Gun! Guaranteed On Time!
  7. 8. Free Prototype The Analog Speaker Timer Stun Gun!!! * Feel free to test your demo unit today. * Only while Shane is speaking
  8. 9. Is This You?
  9. 10. AV Rock Star!
  10. 11. AV Budget Areas <ul><li>Sound </li></ul><ul><li>Video/Projection </li></ul><ul><li>Lighting </li></ul><ul><li>Set Elements/Staging </li></ul><ul><li>Creative Production </li></ul><ul><li>Facility Costs & Electrical </li></ul><ul><li>Shipping/Travel Costs </li></ul><ul><li>Labor </li></ul>
  11. 12. Venue Contract Myths <ul><li>I have to use the in-house AV company </li></ul><ul><li>The in-house has the most expertise </li></ul><ul><li>Outside AV vendor will cost more </li></ul><ul><li>I have to pay the service charge </li></ul><ul><li>The house sound is adequate </li></ul>FALSE
  12. 13. Does Not Mark the Spot
  13. 14. Unleash Your Inner Negotiator
  14. 15. Venue Related Costs <ul><li>Service Charge </li></ul><ul><li>Rigging </li></ul><ul><li>Union Labor </li></ul><ul><li>Electrical </li></ul><ul><li>House Sound </li></ul><ul><li>Miscellaneous </li></ul><ul><ul><li>Borderline Ridiculous </li></ul></ul>Everything But The Chairs!
  15. 16. 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
  16. 17. Service Charge – Cost Savings <ul><li>Ask for it to be reduced or waived </li></ul><ul><li>Ask for a discount on equipment to offset the service charge </li></ul><ul><li>Hire an outside vendor </li></ul><ul><ul><li>Be sure to read fine print service charge may still apply </li></ul></ul><ul><li>Ask the in-house to waive the service charge if you select them </li></ul>
  17. 18. Rigging– Cost Savings <ul><li>Combined Rigging Calls </li></ul><ul><li>Rigging point fees to be waived </li></ul><ul><li>Lift rental included in rigging call </li></ul>
  18. 19. Union Labor – Cost Savings <ul><li>Ask for special arrangements </li></ul><ul><li>Choose a non-union facility </li></ul>
  19. 20. Electrical - Cost Savings <ul><li>Meeting room power </li></ul><ul><li>1 time charge per room </li></ul>
  20. 21. House Sound - Cost Savings <ul><li>Request podium and mic per breakout complimentary </li></ul><ul><li>Request outside av company tie in to house sound </li></ul><ul><li>Pre-negotiate “patch fees” </li></ul><ul><li>Bring simple sound systems (sometimes costs less) </li></ul>
  21. 22. Hidden Charges <ul><li>Dock fees </li></ul><ul><li>Elevator costs </li></ul><ul><li>Carpet protection </li></ul><ul><li>Load in “supervisor” costs (house tech) </li></ul>
  22. 23. Unleash Your Inner Negotiator
  23. 24. AV Companies <ul><li>Develop a Relationship </li></ul><ul><li>Acquire Confidence </li></ul><ul><li>Rely on Experience </li></ul><ul><li>Let them do the Research </li></ul><ul><ul><li>This will let you focus on other tasks </li></ul></ul>
  24. 25. Cost Savings – AV Companies <ul><li>Multi-year contracts </li></ul><ul><li>Discount request </li></ul><ul><li>Weekly Rates </li></ul><ul><li>Combined Services (AV, Lighting, Creative, Breakouts) </li></ul><ul><li>Logistics (utilize larger rooms for multiple sessions) </li></ul><ul><li>Confirmed Presenter AV Needs (Only order what you need) </li></ul>
  25. 26. Criteria for Choosing AV Company <ul><li>Experience </li></ul><ul><ul><li>In reference to the scope of the work </li></ul></ul><ul><li>Equipment Inventory </li></ul><ul><ul><li>Quality and Quantity </li></ul></ul><ul><ul><li>Will they be sub-renting </li></ul></ul><ul><li>Staff </li></ul><ul><ul><ul><li>Quality and Quantity </li></ul></ul></ul><ul><ul><ul><li>Freelance versus employees </li></ul></ul></ul><ul><li>Testimonials/References </li></ul>
  26. 27. Cost Savings Labor & Production <ul><li>Load in and Load Out Days (Saves on OT Labor) </li></ul><ul><ul><li>24 hour holds for general session rooms (minimum) </li></ul></ul><ul><li>Production Schedules/Labor Calls </li></ul><ul><li>On-site crew meals keep crew focused and cuts down on total hours. </li></ul><ul><ul><li>Keeps crew onsite all day </li></ul></ul>
  27. 28. Organization = Savings <ul><ul><li>Single Point of Contact </li></ul></ul><ul><ul><ul><li>Will know what to do and how to get it done </li></ul></ul></ul><ul><ul><li>Spreadsheets with Equipment Requests </li></ul></ul><ul><ul><ul><li>Less add-ons means less additional costs </li></ul></ul></ul><ul><ul><li>Agendas & Banquet Event Orders </li></ul></ul><ul><ul><ul><li>Knowing when rooms are needed (avoiding resets) </li></ul></ul></ul><ul><ul><li>Diagrams & Renderings </li></ul></ul><ul><ul><li>Rehearsal Schedules </li></ul></ul><ul><ul><li>Radio/Phone Contact (Instant Communication) </li></ul></ul>
  28. 29. AV Trends <ul><li>High Definition = Widescreen </li></ul><ul><li>Widescreen = High Definition. </li></ul>
  29. 30. AV Trends <ul><li>16:9 vs. 4:3 </li></ul>16:9 allows for more information to be displayed on the screen.
  30. 31. Embedded Video 4x3 Ratio Standard Definition
  31. 32. LED Lighting 4x3 Ratio Standard Definition
  32. 33. HD Projection 4x3 Ratio Standard Definition Client Logo Covered Client Logo Covered Client Logo Covered Client Logo Covered
  33. 34. Fiber Optic Drape 4x3 Ratio Standard Definition
  34. 35. Virtual Meeting Products <ul><li> </li></ul>4x3 Ratio Standard Definition
  35. 36. Virtual Meeting Products <ul><li> </li></ul>
  36. 37. Virtual Meeting Products <ul><li> </li></ul><ul><ul><li>Cell Phone ARS </li></ul></ul>
  37. 38. Re-Cap <ul><li>Know Your Key Budget Areas </li></ul><ul><li>Negotiate First, Sign Second </li></ul><ul><ul><li>Unleash Your Inner Negotiator </li></ul></ul><ul><li>A Trusted AV Partner is an Asset </li></ul>
  38. 39. Q&A ?
  39. 40. Shane Williams [email_address] 513-615-4800 cell Brian Monahan [email_address] 513-703-0674 cell