Managing Finance and Budgets Lecture 7 Investment Appraisal.
Managing AV Budgets and AV Trends
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Transcript of Managing AV Budgets and AV Trends
Managing AV Budgets
&
AV Industry Trends
Shane WilliamsVice President
Senior Project Manager
Brian MonahanDirector of Business Development
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
What happens in Herndon…….
These are insights
that most companies
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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
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 FALS
E
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!
Does It Add Up – Service Charge
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
20% Service Charge
You Bet it Does…. $10,400
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
Rigging– Cost Savings
• 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
Electrical - Cost Savings
• 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)
Hidden Charges
• 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
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)
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
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
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)
AV Trends
High Definition = Widescreen
Widescreen = High Definition.
AV Trends
16:9 vs. 4:316:9 allows for more information to be
displayed on the screen.
Embedded Video
4x3 Ratio
Standard Definition
LED Lighting
4x3 Ratio
Standard Definition
HD Projection
4x3 Ratio
Standard Definition
Client Logo Covered
Client Logo CoveredClient
Logo CoveredClient
Logo Covered
Fiber Optic Drape
4x3 Ratio
Standard Definition
Virtual Meeting Products
4x3 Ratio
Standard Definition
• Ustream.tv
Virtual Meeting Products
• Slideshare.net
Virtual Meeting Products
• 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
Q&A
?
Shane Williams
513-615-4800 cell
Brian Monahan
513-703-0674 cell