The following checklist was compiled with
the help of Robyn Baker, marketing manager, and Les Goldberg, CEO,
LMG Inc., 2350 Investors Row, Orlando, Fla. 32837
Determining Needs
What is the nature of the event (i.e., awards presentation,
product launch, motivational speech)?What kind of A/V does each presenter require (computer
projection, computer for PowerPoint, audio, etc.)?If the program includes entertainment, will the performers have
A/V needs such as special sets or lighting? Are any presenters bringing their own equipment?Will the meeting venue supply any equipment (podiums,
microphones, etc.)?Does any of the media material need to be produced?What is the A/V budget?Site-Selection Considerations
What is the room capacity?What are the height, width and depth of the stage?Is the ceiling height adequate for projectors? Is there an adequate number of rigging points available for
hanging lighting, screens, etc.?Are there enough computer hookups?Is there a built-in sound system? Will noise bleed through from adjoining rooms?Is lighting adequate for those taking notes?Will anything obstruct the audience’s view of the stage, screen
or monitor?Is security provided for the duration of the event?Is there on-site parking for trucks?Is it a union or nonunion venue?The Request for Proposal
Communicate the purpose of the event.Provide audience size (large groups require image magnification
and more powerful audio systems).Provide a list of all event details, including date, location,
any room-access restrictions and the venue contact.Provide the event room’s dimensions. Arrange a date for the A/V supplier to inspect the site.Indicate whether any A/V elements, such as slides, graphics or
lighting, should tie in to a theme.Note whether the event will include a question-and-answer
session.Advise the supplier if the event is to be recorded.Advise if the event will include any pyrotechnic displays that
require fire marshaling. If the supplier is to provide an entertainer’s A/V needs,
specify rehearsal times and the number of rehearsals involved in
order to determine and justify labor costs. Set a response deadline.Choosing a Supplier
Does the company just rent equipment or does it provide
technical labor as well?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 and load-out requirements?What is the cancellation policy?What sort of response will the company provide when technical
issues arise?Will one technical director/stage manager 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? Be sure all incoming bids are for the same equipment, since
pricing depends on the quality of same. If possible, enlist an
objective technical director to compare bids with the RFP. Ask for at least three client references with similar
events.