June 01, 2000
Meetings & Conventions: Planner's Portfolio June 2000 Current Issue
June 2000 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Molly Edwards, Marketing Manager for AVW Audio Visual Inc., 2241 Irving Blvd., Dallas, Texas 75207


  • For how many meetings has your company provided audiovisual services during the previous three years?
  • Provide three references for groups similar in size and scope to this event.

  • What percentage of the total equipment used does your company own?
  • How much back-up equipment will be available at the meeting site?
  • From which companies do you normally subcontract?
  • Are you currently under contract as an in-house A/V supplier for any of the facilities my group is using? (list facilities)
  • How far away is your inventory/operation from the meeting sites listed above?
  • What equipment services are not provided by your company but are provided by the facility?
  • How are these services affected by your involvement?
  • What materials do you provide in each speaker-ready room? What materials should the meeting sponsor expect to provide?

  • Do you have offices in the destination city? If not, from where would the staff come for those meetings?
  • How many of your staff members would work the meeting? Specify the title and responsibility of each staff member.
  • What is the level of experience of all supervisory personnel provided?
  • Who would be the main contact for us? (Include title and number of years with the company.)
  • Which other contacts in your organization will be available?
  • Describe your staff’s involvement in meetings industry organizations.

  • What is the minimum number of hours charged per person?
  • Is your labor force union or non-union?
  • What is your experience with unions in the cities covered by this bid? In which areas do you use union labor, and in which areas do you use non-union labor? What are the reasons for these choices?

  • Do you discount equipment and/or labor? How are discounts calculated?
  • How is overtime calculated? When does overtime begin and end?
  • If early morning rehearsals are required for guest speakers in main session rooms, what charges will be incurred for technical and supervisory personnel?
  • How much do you charge for supervisors? Provide hourly rates and anticipated totals.

    List charges for the following services:

  • Making a room speaker-ready
  • Preparing logo or theme slides (include costs for test slides or graphics that may or may not be camera-ready)
  • Use of slide trays
  • Walkie-talkie rentals
  • Resetting rooms (include rates for straight time, overtime and double-time, as well as any additional equipment charges)

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