Audio-visual Equipment Issues
Purpose
Audiovisual equipment and labor costs
can be a real budget breaker. Judicious use of audio-visual
equipment can provide variety and interest to presentations to help
with information retention - but should do so at a reasonable cost.
Planning
for ECONOMICAL use of AV equipment
Obtain an accurate list of which presenters need
specific equipment. Ask on the call for presentations or in a
follow-up letter immediately after the session is chosen. Make
it clear to presenters that audiovisual equipment cannot be added
at the last minute.
Assign specific
rooms to have specific AV equipment and then schedule
presesntations that require that euipment accordingly. This
helps reduce # of items borrowed or rented and reduce movement
of equipment. If possible, keep the same AV in the same rooms
over the course of the conference.
Always get at
least 1 or 2 bids from outside AV companies and then
ask the hotel AV company to match them. Never take the first bid
or the full "price list" fees!
Rental
is usually "by the day".
NACADA does not rent computers for presentations. With the increase
in the availability of video projection units at individual institutions,
it is recommended, as much as possible, to have presenters use their
own equipment. Costs for a single projection unit can exceed $400,
which can be prohibitive for Regional Conference budgets. Generally,
regional committees should plan for screens, overhead projectors,
slide projectors and VCR's.
Resources
Host institution: Depending on availability,
this may be an economical source of audio-visual equipment and/or
technical assistance.
You
will need to consider transportation and setting up functions
and who would do these, as well as who would be responsible for
damage or theft.
Hotel
resources may include:
- have some equipment (like built in
screens) that come with the meeting room, and/or
- have an "in-house" AV company.
Ask the company for a bid for the equipment you need. It is
helpful if you have the schedule, so they can know how much
labor will be involved. Try to schedule presentations that use
the same equipment after one another.
Private
audio-visual company
- Get bids from at least two local
suppliers. The variation in cost will be amazing to you.
- If you prefer the higher cost company
(i.e. they have a reputation of doing a much better job), tell
them you have a lower cost bid and would like them to match
it.
Remember
that all contracts must be reviewed and signed by the Executive
Office
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