A MEETING MASTERS MEMO

Created by
John K. Mackenzie

Previously Stephen Brown, of American Media Communications, presented some ideas on controlling event power costs. In this Memo we cover some tips on projection, security, webcasting, unions and speakers.

In the past, LCD projectors became obsolete every six to 12 months. Today, LCD prices are stabilizing. (Maybe it's economically smart to buy your own?)

One problem with buying an industrial strength LCD projector? The case runs around half the price of the projector. And never pack these projectors in cardboard boxes!

It's important to have audio-visual technicians on hand for changing bulbs, etc. And check beforehand to see if they have standby lamps. (Bulbs can run $500 to $700 to replace)

If you're using rear projection you'll need at least 20 feet of space behind the screen.

Good rule of thumb: use one foot of screen width for every eight feet your audience sits away from screen. Ceiling heights can dictate screen size as well.

• For the techies at heart, here's a link to a metric projection chart from Navitar: http://www.navitar.com/buhl/proj_cal_metric.html
   
• Another projection chart, from NEC, can be found at: http://www.necvisualsystems.com/corpus/A/O/THROW_LT154-155-156_v18.pdf

Don't order multiple VCR decks for same room. Instead, save money by using cables to connect one deck to multiple monitors.

Good rule of thumb – use one inch of monitor for every person in the audience. Monitors increase in price as they get larger, so you should probably look at video projection for an audience of 50 or more.

LCD projectors: brightness is measured by 'lumens'. To rent a low-end LCD projector the normal price will be about $350. A medium-end price around $600.

• Small rooms: (screen up to 8 ft.) need 800-1200 lumens; can use rear screen.
• Medium rooms: (screen 8-12 ft.) need 1200-3000 lumens; can use rear screen.

If your General Session has many video presentations, try and get a room without windows.

• More brightness = more lumens = a higher cost projector.

If you're using any rented laptops, lock them to a table when no one's around. If one is stolen it will end up on your bill. Do you really want to face one of your members and accuse them of taking a laptop at your conference?

Ask your speakers:

What version of the Windows or Mac operating systems they require. It can make a big difference!

Ask them to bring in overheads as a backup to video.

Ask international speakers which video standard they will bring their presentation on:

• 1) PAL/SECAM (European Standard)
• 2) NTSC (US Standard). This is a question that should be on speaker request form.

Here's something to add to your speaker request form: "Do you need Internet connectivity?" Some presenters download their presentations over the Internet.

Switchers allow multiple computers to be connected to the same projector.

• Passive switchers are not too reliable anymore. Although less expensive they are not powered thereby causing signal loss. Not to be used when resolution is above 800x600.
   
• Active switchers amplify the signal in order to reduce signal loss. They allow multiple presenters to be set-up beforehand. Don't forget to label/code each switch (by letters or numbers) and label corresponding computers the same way.

Both passive and active switchers will have a picture jump, or glitch, when switching between sources. The Sony 1024 will eliminate these glitches; but the device is very expensive to rent: So use it only when image is everything.

If the hotel or convention center has a T1 line installed (200 times faster than dial-up) ask if they have a router so computers can be hooked-up simultaneously. If your venue is networked, the price should be negotiable. The cost to install a T1 line yourself can be $1200 to $5000.

This technology is getting better, but it still relies on the end user's connection system.

Live webcasts require high-speed internet connections and specialized computer equipment to convert audio and video feeds. Delayed webcasts require equipment to record audio and video signals.

A webcasting hosting company is needed to host the content on their servers. The cost is determined by the length of the event, the number of people who access the event, and the length of time that the event is to be accessible. Heavy internet traffic can affect transmission.

Companies that provide interpreters are expensive. The people are the expensive item, not the booth, microphones, etc.

Interpreter booths should be 6 feet wide, 6 feet deep; booths should face the stage or front of room; Microphones needed for 1) so interpreter can hear speaker, 2) for Q&A session. Also need transmitters and interpreter consoles.

Cost can be from $600 to $1000 a day. Interpreters often work in teams of two. A good full service production company should handle arranging interpreters for the client.

Plenty of lead-time given to audio-visual company (handing over specs early) will allow more negotiating room.

Do your math before hiring an audio-visual company for your meeting. When the labor bill is more than the equipment bill use an in-house or in-town supplier. Watch out for union cities and laws that apply to them. Sunday in union cities can be double-time pay. Avoid Saturdays and Sundays for set-ups.

Union cities may not allow audio-visual sales or operations people to 'touch' equipment.

Be sure to let your audio-visual crew take their scheduled lunches and breaks or your risk penalty charges of time-and-a-half.

Many audio-visual suppliers are an on-site in-house operation. They pay 40-50% of their profits back to the hotel.

Coming up next: Big Name Speakers on Small Budgets