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9. Does the in-house A/V proposal include all possible
costs? What is not included?
Costs such as power requirements, rigging and security are
often overlooked when budgeting for in-house A/V services.
Be sure to ask what expenses may be incurred that are not
included in the proposal and budget accordingly.
10. What in-room A/V technology could be utilized to
reduce costs? Will it be sufficient to meet the event’s needs?
The use of pre-installed screens, projectors and in-house
audio systems can reduce the final bill, while still meeting
one’s needs. Be sure to ask if any of these items can be used
and clarify the performance level of each.
11. Is the in-house A/V provider willing to integrate a client’s
equipment?
If an organization wants to integrate its own laptops,
projectors or other equipment into the in-house production,
ask if the provider is able to set it up and if any additional
fees will be incurred or insurance needed.
12. What is the cost and availability of back-up gear, should
a piece of equipment break down?
If back-up gear will not be readily available, consider paying
extra to have this piece of equipment in the room. Be sure
to clarify the estimated time it would take to replace the
equipment, so that expectations can be set with executives
or presenters.
13. How will gear and equipment be secured overnight and
who is responsible for that cost?
A planner may be required to secure and fund security
personnel to ensure the safety of audio-visual equipment.
14. What recourse is there if the gear and labor do not
perform to the stated or expected quality level?
If technicians don’t show up on show day or equipment
severely underperforms, find out in advance if the contracts
allow for post-event negotiations of rates and payment.
15. Is a program at a level of complexity that warrants
hiring an outside producer or experienced resource to
manage the in-house A/V provider?
If a planner senses the A/V and staging needs are fairly
complex, and the budget allows for additional resources,
it may be wise to bring in an outside producer to consult
on the project or manage the provider. This expertise
will help ensure the right equipment and technicians to
manage the A/V on site, so the planner can focus on the
rest of the program.
www.mpicac.org news & views | spring 2011 23