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By Mindy Dutka


Audio/Visual Requirements
Any event needs some kind of audio/visual equipment. Below are some hints on how to reduce the amount of equipment you need to rent and how much it will cost.

46. Schedule a meeting with your AV provider and discuss the program for the event. Work together to discern exactly what equipment is essential, if items can be reused, and what is not necessary but could prove helpful. Discuss the number of microphones required, remembering to keep the number at a minimum and limiting wireless microphones whenever possible. Also review items like screen size and get the smallest screen possible.
47. Ask for a complimentary two-way radio so you can communicate with the AV staff.
48. Bring your own extension cords and surge protectors so you are prepared if you need them rather than running out and purchasing them at the last moment.
49. Request that the AV staff record the event, if possible, for no additional charge.
50. When ordering screens, don't order draping. No one will notice except your accountant. Always reconfirm the audio/visual needs for your speakers or entertainment several times before the event and again just before. This way you can eliminate any equipment they may not need and order anything they hadn't told you about before the actual event.

Reprinted with permission from The Event Company.

About the Author: Mindy Dutka is the President of The Event Company, a New York-based event planning and strategy organization. She brings over 20 years experience in Event Management, Marketing, Public Relations, Sales, Advertising, Community Relations, Business Development, Fundraising and Customer Service to every project she undertakes. Her website is http://www.corporateeventplanningco.com/.


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