But the setup looked good before the audience showed up.

But the setup looked good before the audience showed up.


AV101 2019

Workshop Tour

Executive Overview

What follows here is the outline of a meeting industry seminar aimed at improving the audience experience, every time.

Everyone has attended a meeting in a boardroom, classroom, ballroom, theater or arena, where the audience experience is less than positive.

What you are about to discover are notes from the Audience Advocate, Ray Franklin. He developed this presentation as a result of over 40 years with challenging venues, clients and vendors.

This is an attempt to enlighten all three groups, including Meeting Professionals International (MPI) membership and other professional meeting associations.

The workshop Outline:

Segment 1 (30 minutes) – Introduction of the “audience expectation” for an excellent experience. The best practices can benefit each stakeholder in a meeting encounter.

  • Audience - Once content is created, the audience wants to be comfortable, be able to see and hear content with minimal distraction. Nobody wants “restricted view” seats to a baseball game, concert or stage play. Same for effective meetings.

  • Client - XYZ Corporation is investing money and expect a return on their investment (ROI). Whether the audience is employees, customers or association members, they deserve the full value of the investment.

    • Today’s audiences are avid media consumers with event demands above the casual gathering. They want to be engaged, even distracted from their cell phones. Providing an excellent environment for the event will go a long way to engaging your audience.

  • Venue - Hotels sell rooms, Food & Beverage (F&B). The meeting rooms are often free of charge if thee is a large enough F&B contract. Of course, the venue wants to maximize use of their available space, they should be aware some physical issues impact the audience experience, then the client’s choice to return for another meeting. Free civic or university events should also follow these best practices.

  • AV Vendor - In-house AV firms (or venue AV staff) have the benefit of “exclusive” provider of sound, lighting, AV, video and often electricity for meetings. Their ultimate client is the GM of the venue. The better AV provider is a consultative partner with the venue to support the client event. Too often the in-house AV provider has staff that is not aware of the “audience experience.” The result is screens, sound systems, etc. are not optimized for the client, room or event.

Segment 2 (35 minutes) – Demonstration of the issues and solutions that should be adopted as “Best Practices When Using AV in Any Meeting – Regardless of Size.” We will give an equipment list to the in-house AV provider to demonstrate each of the following categories.

Segment 3 (30 minutes) - Q&A including discussion of the client expectations and real-world situations that vary between venues.

Segment 4 (OPTIONAL -15 minutes) - Where appropriate, add a 15-minute review of audience seating for banquet, classroom or theater seating. Many venues need to understand the audience comfort, and safety, when setting a room. For example – most venue setup staff don’t know the local Fire Marshal rules for seating, egress, etc. They often don’t understand “theater seating” requires the more complicated setting of chairs in staggered rows, not one behind the other.

For more information - Ray Franklin, Production Director text or call 702-879-8177