Managing AV Budgets and AV Trends

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Information about Managing AV Budgets and AV Trends
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Published on March 19, 2009

Author: PrestigeAV

Source: slideshare.net

Description

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.

 

Managing AV Budgets & AV Industry Trends

Managing AV Budgets

&

AV Industry Trends

Shane Williams Vice President Senior Project Manager Brian Monahan Director of Business Development Senior Project Manager

Shane Williams

Vice President

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

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!!

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

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

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

Unleash Your Inner Negotiator

Venue Related Costs Service Charge Rigging Union Labor Electrical House Sound Miscellaneous Borderline Ridiculous Everything But The Chairs!

Service Charge

Rigging

Union Labor

Electrical

House Sound

Miscellaneous

Borderline Ridiculous

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

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

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

Ask for special arrangements

Choose a non-union facility

Electrical - Cost Savings Meeting room power 1 time charge per room

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)

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)

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

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)

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

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

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)

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.

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.

16:9 vs. 4:3

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

Ustream.tv

Virtual Meeting Products Slideshare.net

Slideshare.net

Virtual Meeting Products PollEveryWhere.com Cell Phone ARS

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

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

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