STOP apologizing for the AV at the beginning of your next meeting

What does every audience expect?

The following observations are from more than 20 years supporting large and small events worldwide.

Designation of MPI Certified Meeting Planner “CMP” is no guarantee AV gets the same attention as other event details.

This issue of the #AudienceAdvocate blog is prompted by a recent MPI meeting at the home of the Miami Dolphins Hard Rock Stadium.

Unusual venues have great event opportunities. AV details are ignored just as much as the typical convention hotel or convention center.

If the bottom of the screen must be 5'6" for everyone to see, what where they thinking? 

If the bottom of the screen must be 5'6" for everyone to see, what where they thinking? 

Every experienced meeting planner knows to pay attention to these “basics.”

  • Comfortable surroundings
  • Temperature, seating, timely schedule, easy access, close parking, clean restrooms
  • Quality food and content
  • Attention to detail with food selection and service
  • Rehearsed meeting presentations
  • Dance band or DJ and appropriate décor ·      

AV details are ignored.

  • Can every audience member see and hear?
  • Screen(s) large enough to read everything from the back of the room
  • Screens high enough (5’6” minimum) to the bottom of each screen
  • Bright projector with backup projector or spare lamp
  • Backup computer with same PowerPoint™ program loaded
  • RF (not Infared) remote control for graphics
  • No ambient light on the screen
  • Minimize ambient noise in the room – air conditioner, adjacent events
  • Blackout drapes on any daylight windows
  • Sound system tested with each speaker to insure proper volume and clarity
Does the venue know the sun sets at the same time every day in those windows?

Does the venue know the sun sets at the same time every day in those windows?

Until AV is given the same attention as catering, AV will be a stepchild, ignored by even the most seasoned meeting planner.

Missing on every MPI meeting evaluation –

  • How would you rate the - 
    • AV
    • Lighting
    • Sound
    • Could you clearly understand all the presenters?
    • Were you able to read all content on the screens without distraction?

How do avoid apologizing for the AV at the beginning of your next meeting? Add an #AudienceAdvocate to your meeting team.

Please "share" this post with colleagues - Ray Franklin – 702-879-8177  

rfranklin@stageamerica.com 

 

Ray Franklin

2300 North Atlantic Avenue, Daytona Beach, FL, 32118