Audio-Visual
services are a major component in implementing successful
meetings and events. While conferences, meetings, and events
vary in size, structure, and content, so do their
audio-visual requirements. There are however,
there are three
core components to the Audio-Visual portion
of a meeting:
- The
equipment can be as simple as a projector
and screen or significantly complex with multiple computers,
sound systems, and more.
- The
technicians or production team are
the people who setup and install the equipment. A tech
can be described as anyone from the guest
speaker who is willing to manage his own equipment to
a team of professionals
working
together to produce elaborate shows. In most cases,
the company who provides the equipment, also supplies
a knowledgeable technician
to
setup and
run the equipment.
- The
manager
is the person who has ordered the AV, who knows how it
fits into the context of the meeting,
and
who is the decision maker who coordinates the efforts
of the technical staff. In many cases, the AV manager
can also be the meeting planner. As in all aspects related
to meeting planning, each meeting has it's own set of
rules, and it's own key players.
How
to Manage Audio-Visual for Multi-City Meetings and Events?
When
a meeting planner is tasked with executing a series of
events, for example, a series of medical dinner meetings,
seminars, or other
types of events that occur across the country, meeting
planners
can enlist specialized services that manage the audio-visual
aspect of the meetings. GCG
Event Partners is one such
organization. GCG
Event Partners' "single
point of contact" Audio-Visual Management service
is especially helpful for those looking to arrange
audio-visual equipment for multi-city
meetings in various settings across
the country. This service manages
AV needs without the travel or shipping expenses
often incurred
when using nationwide audio-visual companies.
Because
GCG
Event Partners uses local AV companies, they can provide
AV services at a lower cost and since the
equipment and technicians are local, last minute changes
are not
a problem.
Technicians
are
familiar
with the area, and often times are even
familiar with the venue itself. Unlike other services
who simply ship
audio-visual
equipment
to a venue, equipment is set it up and ready to go at
the start of the meeting.
Why
hire a specialist to manage your AV?
With a Audio-Visual Management service like GCG
Event Partners, an Audio-Visual Management Specialist
works with you to learn about your specific
AV needs and then they manage the whole process for
you. By utilizing a service like this, not only are you
saving on both time and money, you are giving yourself
more time to focus your attention on other key  aspects
of the meeting.
How
does GCG Event Partners' AV management service work?
An
AV Management Specialist searches
through the Audio-Visual Vendor
database
to locate an approved vendor near your specific
meeting venue. The database is comprised of reputable
and reliable prescreened audio-visual companies.
In cases
where your venue is not near an
already prescreened audio-visual company
that is included in the database, the Specialist
will research AV companies outside the network and
negotiate for the best service and pricing available.
One
service for all AV needs?
Audio-Visual
Management services are designed to be flexible
and affordable. Depending on your needs,
audio-visual equipment can simply be delivered
to the venue or a technician can set up
the equipment.
The technician can stay
on-site throughout the meeting or leave after insuring
the equipment
is working properly. Whatever scenario is needed, an
audio-visual
management service like GCG Event Partners, adapts to your needs while at the
same time, minimizes cost, centralizes responsibility,
and allows you to concentrate on the meeting.
|
