Home Search Speaker Request Speaker Corporate Event Planning For Ceo's Videos About Us Articles Links
Corporate Event Planning - Master Planning Timeline >> Testimonials … Contact Us … FAQ … Site Map … Glossary …
Appendix 10.
Site Selection Criteria for Audio-Visual
Download Document >>

  • General questions
    • Does the facility have a contract with a particular supplier?
    • If so, what is the policy on outside vendors in the facility
    • What are the union jurisdictions?
    • Are there charges for setup and move-out days?
    • If a 24-hour hold is made on a room, is there an extra charge?
    • Who locks and unlocks rooms? When? Is there full-time security?
    • Is security in-house or contract? If contract, do you have the option to contract direct?
    • Is there an engineer on staff, or is engineering contracted?
    • When are rooms normally setup?
    • Is there an accessible dock and elevator for contractors bringing in equipment and staging?
    • How big are they? How do you schedule them for move-in and move-out?
    • What is normally provided by the facility as part of the room? (microphones, house sound system, flipcharts, lecterns, etc.)

  • Room inspection
    • What is the "true" ceiling clearance?
    • What is the lowest ceiling point in the room?
    • Are there obstructions (low-hanging chandeliers, columns)
    • What about any light sources or reflective surfaces (windows, mirrors)?
    • Is there a house phone in the room? Can it be disconnected?
    • How soundproof are portable walls?
    • What will be going on in adjacent rooms?
    • Where are the entrances and exits? What can be blocked by A/V stands, stages or seating?
    • Do doors squeak? Close completely? Automatically lock?
    • What is the "true" meeting space?
    • Is there room for A/V setup and a control console?
    • Does the room have a permanent stage? Stage lighting? Sound system?

  • Sound system
    • Who handles the sound in the facility? Is there a patch fee?
    • Is there a good quality sound system in the room? (Ask for a demonstration)
    • Are portable sound systems available (sound lecterns, etc.)?
    • Can the rooms be patched for audio recording from a central location?

  • Lighting
    • Where are the house lighting controls? Can they be remote controlled?
    • Can room lighting be divided into sections?
    • Are "follow spotlights" available? At what cost?
    • If stage lighting is to be hung from the ceiling, what are the restrictions? Where can it be hung? Who can do the work? Is there a reflected ceiling plan available?
    • Are there man lifts, scissor lifts or basket lifts available from the facility? If so, at what cost? If not, from whom?

  • Electrical
    • Where does the electrical service originate in the room?
    • Who provides hook-up service?
    • Do they also provide distribution of the service?
    • What is the cost for hook-up and use?

  • Communications and computers
    • What type of telephone, data and high-speed transmission service is available in the facility (Analog phone line, digital phone line, ISDN lines, T1 line, other)? At what cost?
    • Are two-way radios available? Are there places where these do not function?
    • Does the facility have a vendor for computer rentals? If so, compare to that of a contract vendor
    • Is there a Business Center capable of helping with computer presentations?

  • A/V Requirements for Speaker Presentations
    • Microphones
      • Does speaker prefer handheld or lavaliere (lapel) microphone?
      • Does speaker prefer wireless or wired microphone?
      • Is a mixer required? If so, how many?
      • One wired podium mic (handheld) or wired lavaliere microphone does not require a mixer
      • More than one microphone of any kind usually requires a mixer
      • Standard mixers have 4 channels and can handle 4 microphones. If a speaker wants 5 to 8 microphones, two standard mixers or one 8-channel mixer will be required
      • Is a sound technician needed?
      • For 1 to 4 mics, a sound technician is not normally required
      • For more than 4 mics, a sound technician is always required
      • Is speaker providing mic? Patch fee may apply
      • Will other input devices be used (videotape players, audio cassette players, etc.)? If so, how many? Will additional mixers be required?

    • 35mm slide projectors
      • Are slides vertical or horizontal, or both? Setup for both unless specified otherwise
      • What size screen is preferred? Plan on largest screen applicable for the room
      • Is standard tripod screen or fast-fold screen preferred? For fast-fold, is dress kit (skirt) or pipe and drape required?
      • Will the slide presentation be front or rear projection? Rear projection requires fast-fold screen with dress kit or pipe and drape
      • Is wireless remote control needed? (allows free movement)
      • Will the speaker show more than 80 slides? Will slide trays be preloaded, or are extra slide trays needed? Should a technician switch trays? (Recommend 80-slot trays, which are less prone to jamming.)
      • Who will operate the lights? Is a technician needed? Videocassette recorders (VCRs)
      • What size and format (VHS, VHS-C, Super VHS, U-format, Hi 8, Betacam, Betacam SP)?
      • If presenter is from outside the United States, what is the video standard (NTSC, PAL, SECAM)?

    • Computer interface
      • What make and model computer will be used?
      • What is the monitor scan rate (VGA, SVGA, XGA or higher)?
      • How many computers? Provided or rented? Are power cables, phone cable extensions, etc. included?
      • Does the speaker need an Internet connection? If so, What speed (modem, ISDN, T-1)?
      • If using a laptop, is power supply or adapter needed?
      • Is an LCD projector needed?

    • Cassette decks
      • Is it for playback only or for recording purposes? Playback to large audiences requires a 4-channel mixer to patch into sound system.

    • General A/V Requirements
      • Have equipment set one hour prior to meeting time.
      • If the speaker wants equipment setup the night before a meeting (for rehearsal purposes, etc.) a one-day rental fee may be applied for that night
      • If technical specialists are required, allow for 4-hour minimum and overtime rate after 5 p.m. and on weekends
      • Communicate A/V requirements to A/V contractor as soon as possible. Some equipment may need to be special ordered
    END
  •  
     
     
    Home Search Speaker Request Speaker Corporate Event Planning For Ceo's Videos About Us Articles Links
    Testimonials … Contact Us … FAQ … Site Map … Glossary …
    © Copyright @ 2004 Keynote Resource Inc. All rights reserved. Permission is granted for linking to web pages within Keynote Resource
    To book a speaker call toll-free : 1-800-420-4155       e-mail:
    yvon@keynoteresource.com      Privacy Policy
    Privacy Statement/Policy
    Keynote Resource realizes that when you complete forms on our web site you are providing us with information that is of a private nature. We assure you that we will not share or sell this information to a third party for any purpose. We treat all information provided to us as strictly confidential.
    About KeynoteResource.com:
    Keynote Resource speakers bureau can help you find the ideal keynote speakers for your next event. We represent inspirational speakers, motivational speakers, corporate entertainment and more.

    Keynote Resource speakers bureau will find the perfect keynote speaker for your upcoming event, whether you are looking for inspirational speakers with a message, motivational speakers to set the tone of your conference or a facilitator for your annual retreat.

    Keynote Resource speakers bureau works closely with executives, meeting planners and training directors to create events that result in highly productive learning or are just plain fun. We can identify business speakers, inspirational speakers or motivational speakers that are well suited to your event, send you videos and press kits to help you with your speaker selection and we’ll work closely with the keynote speakers you hire to ensure they customize their presentations to meet the specific needs of your audience.

    We have speakers in all areas including Arizona, California, Colorado, Connecticut, Delaware, Florida, Georgia, Hawaii, Illinois, Indiana, Iowa, Kansas, Maryland, Massachusetts, Michigan, Minnesota, Missouri, Nevada, New York, North Carolina, Ohio, Oregon, Pennsylvania, South Carolina, Tennessee, Texas, Utah, Virginia, Washington and Wisconsin.

    We can book speakers for you worldwide, in Canada, New Zealand, Australia, Singapore, Hong Kong, China, Ireland, England, France, Italy, Switzerland, Denmark, Sweden, Brazil and The Bahamas. Click Here to Search A Speaker

    Disclaimer
    Speaker fees are determined based on a number of factors and may change without notice. Fees may vary based on the speaker’s availability, supply and demand, program length and location of the event.

    Each fee range listed on this website is intended to serve as a guideline only. In some cases, the actual price quote may be above or below the fee range stated. For the most current fee, please contact your representative directly.