Leading Meeting Professionals

Professional Convention Management Association

April 15 2015

New Feature: Ask the AV Professional

Derek Suminski, GMC Communications Committee
Ask the AV Professional is a new feature that will appear bi-monthly in the GMC Newsletter. Questions can range from technology to conference planning and anything in between. Questions can be submitted to dsuminski@bavservices.com.

What are the main considerations in choosing an AV company?
The decision you make on which audio visual rental, staging and production company will service your upcoming conferences and events is critical to their success!

I suggest the following criteria in making this important decision:
  • ASK FOR REFERENCES & CHECK THEM ALL
    Your peers in the industry will give you honest, first-hand feedback that will be invaluable in making a decision.
  • THE DEVIL IS IN THE DETAILS
    Have they fully responded to your Request for Proposal in a detailed way, with suggestions, photos, etc.?
  • CAN THEY BE PERMANENT PARTNERS
    Choose a company that can service your conference every year, in every city and become an extension of your staff. Consistency is a key to success and you don’t want to reinvent the wheel for every conference.
  • SCOPE OF SERVICES
    Can the company take care of all your conference requirements? Do they produce events with their own equipment and labor resources, or do they subcontract to other vendors who may not have a vested interest in your success?
  • EXTRA EFFORT
    Will the company attend planning meetings at your office, onsite pre-convention event meetings and perform site surveys of upcoming cities and sites, and what is the cost?
  • FACE TO FACE IS BETTER
    Have the company representatives give a personal presentation to your staff. Meeting the key players face to face will give you a clearer picture of their commitment, capabilities, etc.
  • WHAT ARE THE EXTRAS?
    What incentives have they proposed that enhance your event, save you money and reinforce their commitment?
  • ADHERE TO DEADLINES
    Give concrete deadlines in every step of the proposal process and make sure they are met. If a company is late in submitting a proposal, photo, or answering a question, how and why would you trust them to service your important event?
About the Author
Derek Suminski is the Vice President of Development for BAV, an award-winning, audio visual rental, staging and production company. Derek has worked for and has traveled extensively with BAV for 19 years and serves on various PCMA and MPI committees. To contact Derek or to learn more about BAV, please visit www.bavservices.com

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