March 01, 1999
Meetings & Conventions: Planner's Portfolio March 1999 Current Issue
March 1999 ChecklistPLANNER'S PORTFOLIO:



Planning an Audiovisual Presentation

The following checklist was compiled with the help of LMG, Inc., 2350 Investors Row, Orlando, Fla. 32809


  • What is the objective of the event? (awards presentation, new product launch, motivational speech, training session, other).
  • Compile a list of the audiovisual needs of each individual presenter (computer projection, graphics, slides, audio).
  • Does any of the media material need to be produced?
  • Are any presenters bringing their own equipment?
  • If the program includes entertainment, what are the entertainers’ audiovisual needs?
  • Will a theatrical set be used?
  • Will special lighting be required?
  • Is the meeting venue supplying any audiovisual equipment (podiums, microphones)?
  • What is your audiovisual budget?

  • What is the room capacity?
  • Will it accommodate the event’s audiovisual needs?
  • What are the dimensions (height, width and depth) of the stage?
  • Will the audience have an unobstructed view of the stage, screen or monitor?
  • Is there sufficient electrical power?
  • Is the ceiling height adequate for projectors?
  • Is there a built-in sound system?
  • Will noise bleed through from adjoining rooms?
  • If attendees will be taking notes, is there adequate lighting?
  • If computer hookups are required, are there an adequate number?
  • Is there a projection booth?
  • Is there on-site truck parking?
  • Are there adequate storage facilities, and will they be available exclusively to the event?
  • Is security provided for the duration of the event, from load-in to load-out?
  • Can a speaker preparation area be provided?

  • Communicate clearly the purpose of the event.
  • Provide audience size. (Large audiences require image magnification and more powerful audio systems.)
  • Provide all event information, including date, location, any restrictions on room access and contact at hotel.
  • Provide dimensions of event room, and arrange a date for the supplier to site-inspect.
  • Indicate if the event will be themed and whether any media elements, such as slides and graphics, should be tied in.
  • Advise supplier whether there will be a question-and-answer session. If awards will be presented, indicate what type of entertainment is involved and if the event is to be taped.
  • Advise if the event will include any pyrotechnic displays that require fire marshaling.
  • If any entertainer’s audiovisual needs are to be provided, be sure to specify rehearsal times and the number of rehearsals involved in order to determine labor costs.
  • Set a response deadline.


  • Does the company simply rent equipment or provide production services?
  • Ask for at least three client references for events similar in size and contact them.
  • How are costs calculated? Does the price include rehearsals, insurance, security, labor rates, local and state taxes and union considerations?
  • What are the load-in, load-out requirements? (In general, load-out time is half that of load-in time.)
  • What is the cancellation policy?
  • What support will be provided for maintenance problems? Will a technical director be assigned to handle the event from planning to execution?
  • Who is responsible for lost, damaged or stolen equipment?
  • Can last-minute equipment demands be met? What are the additional costs?
  • Can the supplier mass-produce tapes of the event for distribution?

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