The following checklist was compiled with the
help of Les Goldberg, CEO of Orlando-based A/V specialists LMG Inc.
Determining NeedsWhat is the nature of the event (i.e., awards presentation, new
product launch, motivational speech)? What kind of A/V equipment does each presenter require
(computer projection, graphics, audio, etc.)? Does any electronic media material need to be produced? Are any presenters bringing their own equipment? If the program includes entertainment, will the performers have
A/V needs such as sound or lighting? Is the meeting venue supplying any equipment (podiums,
microphones, stage platforms, etc.)? What is the A/V budget?
Site VisitsWhat is the room capacity? Can the venue accommodate the event’s A/V needs? What are the dimensions of the presentation area (height, width
and depth)? Will the audience have an unobstructed view of the stage or
projection screen?Is there sufficient electrical power? Is the ceiling height adequate for projectors? Is there a built-in sound system? Is there sufficient rigging for items to be hung?Will noise bleed through from adjoining rooms? Is lighting adequate for those taking notes? What are the computer data network requirements? Is there on-site truck parking? Is there a designated loading
dock?Is secure and adequate storage space available? Can a speaker preparation area be provided?
RFP DetailsCommunicate the purpose of the event. Provide audience size (large groups might require image
magnification and more powerful audio systems). Provide a list of all event details, including date, location,
any restrictions on room access, and the venue contact. Provide the dimensions of the event room, and arrange a date
for the A/V supplier to inspect the site. If the event will be themed, indicate whether any media
elements, such as banners and electronic graphics, should tie in to
the theme. Indicate if there will be a question-and-answer session. Advise the venue if the event is to be videotaped. Specify if the event will include any pyrotechnic displays that
require a fire marshal on site. If an entertainer will require rehearsals, include rehearsal
dates and times in order to determine labor costs. Set a response deadline.
Other ConsiderationsDoes the venue only rent equipment or does it provide tech
support services as well? How are costs calculated? Does the price include rehearsals,
insurance, security, delivery, labor rates, local and state taxes,
and union considerations? What are the load-in and load-out requirements? What is the cancellation policy? What support will be provided for technical problems? Will a technical director or stage manager be assigned to
handle the event from planning to execution? Who is responsible for lost, damaged or stolen equipment? Can tapes of the event be mass-produced for distribution? Ask for at least three client references with similar