Hiring Equipment
Many purpose-built conference venues and hotels have
amplifiers already situated in their conference rooms, and microphones can be hired from them at minimal cost. If, however, the room does not contain a sound system, check the cost of hiring one when evaluating the venue as the additional cost may be prohibitive.
Lecterns
A lectern is a stand for holding scripts, prompt cards, microphone, etc whilst the presenter is speaking. They come in an assortment of shapes and sizes, from a basic stand to one that contains a control panel for lights, the projector, the sound system, etc. They will usually have a light attached to illuminate the speaker’s notes when the main lights are dimmed. It is useful to place a small, easily read clock on the lectern to enable the speaker to keep an eye on the time without having to look at his/her watch. If the lectern does contain a control panel ensure that the speakers and chairperson have been fully briefed as to its use.
If the venue cannot provide a suitable lectern an AV company will be able to supply one to suit your needs.
Operating The Equipment
The AV technician (or operator) is an important player in the staging of an event. You need to decide who is going to take on the role. Options include one of your own staff or associates who has some knowledge of the systems being used. Alternatively you could use the services of a professional technician.
Choosing Between Professional And Non-Professional Technicians
Contracting An Audio Visual Company
Audio visual companies advertise their services in many trade magazines and can also be found locally in the
Yellow Pages. Venue staff can also recommend local companies who are familiar with their venue.
It is worthwhile obtaining quotes from different AV companies before making a final decision, but be aware not to go by cost alone, experience is also very important. You are not only looking for a company who is within your budget (don’t forget you could get sponsorship to cover the AV costs) but also someone you feel confident would be cool and effective in a crisis.
Audio visual companies can also provide stage sets, walk-in/background music, lighting, autocues and more.
Fig. 16. Audio visual request form.