Audio-Visual/Speaker Support Tips: A Key Element of the Planning Process

The following is an excerpt from "The Meeting Planning Process:  A Guide to Planning Successful Meetings" that speaks to the important role audio-visual and speaker support plays in delivering key meeting messages.

It is important to consider how your key messages will be conveyed during a meeting and what type of audio-visual, stage set and overall production support can best facilitate this key element of the meeting process.

By following the PROCESS and your PLAN, you have already clarified your meeting's purpose, goals, objectives, and key messages, using the Overall Meeting Action Plan template.   NOW the real work begins! 

It’s time to refine the elements defined in the “Action Plan” and put your team’s creative forces to work augmenting words and key phrases to specially designed and color matching visuals using short statements and readable, eye catching fonts and icons, photos and videos.

This is also the point at which you might have to call in additional resources such as a full-service production company to ensure your key messages achieve the impact you’re hoping for and your audience deserves.   

Having an internal creative services team at your disposal to handle all the facets of your production needs is a luxury for those lucky enough to have them.  Unfortunately, many companies do not or no longer provide this service, making it necessary for you to secure outside assistance.  If this is the case, choose a company that offers all the necessary services you need and more.   

Choose one where meeting and event production is their specialty, one that carries an extensive inventory of well-maintained top-of-line equipment and accessories and trained technicians proficient in the operation of such equipment.  Don’t stop there.  Do your homework.  Do your research. Conduct interviews.  Request references AND follow up; make those calls.  Ask for samples of their creative work.  Ask to check their work out in person (after confirming approval to do so has been granted by the other client, of course).  Do a site visit to their place of business (you can learn a lot about a company when you do).  

There is so much detail involved from a technical standpoint alone be it hybrid or high-profile single source meetings (e.g., annual analyst meetings, incentive meetings, award shows, new product launches), it would be nearly impossible (and potentially career ending) for someone without an audio-visual/production background to flawlessly execute this element of the PROCESS to the highest degree while also balancing the myriads of other details you’re constantly dealing with.  Even small variations in delivery and cost can mean the difference between success and failure.   As a planner it’s important to keep abreast of technological advances and options -- but let the production experts do what they do best to execute the details.  

With the inception of hybrid meetings where you might conceivably have an outside speaker (or speakers) addressing a single audience seated in one location, or an internal audience with a speaker (or speakers) being broadcast to multiple outside locations, I believe it is crucial to look to the experts for help with this element of the planning process. 

A few ancillary services a production company may offer that would be of additional benefit to you follow.   

• Preparation of a “Fit” Study:   schematic drawings of general session (and breakout rooms) to make sure you have a good room to equipment match. 

• Stage set and design renderings. 

• Creative template design for power point presentations color and font coordinated to pre-meeting print or electronic communication.

• Assistance in making sure there is a good flow to the agenda; providing tips or ideas that add value. 

• Off-line rehearsals with speakers to make sure slide presentations and videos are formatted correctly and key points of all presentations are being met. 

• Run through of slides with speakers evening before opening day’s session if not done offline previously.

• Creative language cues for speakers when technicians are advancing slides, such as “as you’ll see on the next slide” instead of “next slide, please.” 

• Props, skits, stage moves, special walk-on cues, lead-in music, etc. 

• Preparation of “Daily Show” or “Run of Show/Cue Sheet” – step-by-step run-down showing speaker line up and applicable slides and videos and other special cues, lights up/down, walk-on music, etc.    

• Microphone runners for Q&A. 

Take a breath.  Trust your gut.  This is a team decision; it’s not just on your shoulders.  

• Provide copy of agenda to show producer with list of equipment and staging needs per speaker/agenda item before going to contract with host property to make sure space under consideration will actually “fit” the program.  (See definition of “Fit” Study above.)  Make sure also if you are having “name” entertainment that you allow adequate space, set up, rehearsal and tear down time when contracting this space as well so there is no conflict, especially if the entertainment and general session space are one and the same.  (This works best if your attendees have a free afternoon leaving the general session space open.)

• Establish specific guidelines by which all presentation slides should be formatted; confirm with all internal presenters.

• Confirm with all speakers the expected subject matter to be covered per agenda item and the deadline for completing submission of all materials.

• Provide speakers with information on the general room set and audio-visual equipment planned for and ask them to notify you of any other specific equipment needs over and above these items or any special stage add-ons (such as tables and chairs/stools for panel discussions). 

• Request copies of all presentations by a set date to allow for ample time to make changes and prepare hard copies of presentations.

Read on for some great audio-visual/speaker support tips ato add to your production checklist.

TIP   Request bids from both the hotel’s preferred AV vendor as well as your chosen show producer (if applicable) and compare costs.  Make sure your Creative/Media Services people (if applicable) also review the bids.  You want to make sure you compare apples to apples and you want to get all costs and contractual obligations identified so you can make the right call on this usually big-ticket item. 

TIP   If you need internet access during meetings, make sure the hotel is sufficiently covered.  If not, seek out alternative resources.  (I always had our IT people talk to the hotel’s IT people to make sure we got this right.  Your production company may also be able to help you with this as well.)

TIP   If exhibitors require electricity to run their equipment, ask them for their specific requirements (110 vs 120, for instance) well in advance and that you note booth/table placement for the hotel when confirming details.  

TIP   When at all possible, your internal IT and Creative Services team should be on-site for your meetings in addition to your chosen production company.  For certain meetings, we did not travel without them.

TIP The use of Power Point during a presentation should augment your message, not take away from it.  Create or follow a simple, clean, consistent design template.  Use phrases or partial sentences to make your point.  Avoid long sentences, lengthy quotes and punctuation.  Leave adequate space between text and graphics.  Be consistent with fonts, colors, background, borders and logo usage.  Use contrasting color for text and background.   Light colored text against a dark background works best.  Patterned backgrounds tend to be distracting when projected. 

If the production company is producing your slides, confirm which apps/programs they are using to make sure colors, background, borders match all your other meeting collateral. 

TIP When video conferencing, always put your best professional self before the camera.   Pay attention to your space, your attire, your hair and makeup.   It truly does matter.  Your space should be clean and neat; proper light and sound is key.  Seek out the help of professionals to get the look and feel you need/want to present yourself in the best light (pun intended).  This may seem silly but make sure also that your room fan (if you have one) is turned off while taping. 

Another element of this segment could involve working with “name” (marquee level) and/or “corporate entertainers” (acts with less fame but who make their living mainly in the corporate market).  Just like when a full-service audio-visual production company was required for our high-profile meetings, I always looked to a company that specialized in working with entertainers and their agents when I had the privilege to book “name” entertainment.   Just their Contract Riders alone with their special (and sometimes demanding) staging, lighting and sound specifications were a job in and of itself.  And then there’s the transporting, housing, care and feeding of the entertainers to consider – all outside of your wheelhouse considering everything else you deal with.

TIP   When booking “name” entertainment, always work with a skilled company and talented individuals that focus specifically in the corporate and private event industry, one that will best understand the unique setting and coordination needed to orchestrate a top entertainment experience for your guests.

TIP   Select the act that will best connect with your guests to ensure maximum success.  There are many, many different acts … but only a select few will really connect with your guests to achieve a highly memorable audience experience.  Seek out acts that truly seek to entertain guests and go the extra mile to make the show special. 

TIP  (WORTH REPEATING).  If you are having “name” entertainment allow adequate space, set up, rehearsal and tear down time when contracting this space as well so there is no conflict, especially if the entertainment and general session space are one and the same.  (This works best if your attendees have a free afternoon leaving the general session space open.).

Written and prepared by Mary Jo Wiseman, CMP | Author, "The Meeting Planning Process: A Guide to Planning Successful Meetings | https://www.maryjowiseman.net