This is the first installment of, "Ask Mainstream" a new, informative newsletter from Mainstream Communications. We hope you will find it helpful for future video and meeting planning.
This is the first installment of, "Ask Mainstream" a new, informative newsletter from Mainstream Communications. We hope you will find it helpful for future video and meeting planning.
A: Chances are you have been in a meeting where something went wrong. Maybe the projector lamp burned out or the room got unbearably warm or the schedule was changed repeatedly because of space conflicts. Could those problems have been eliminated? Absolutely. And it all begins with proper planning. The next time someone asks you to check out a meeting venue, here are a few questions to ask:
The SPACE. Get accurate room dimension, especially ceiling heights. Don't trust the literature, it is often optimistic. Bring a tape measure and check ceiling height, sketch any alcoves and measure them, measure the distance from the floor to the lowest portion of any chandelier. Where do the chandeliers fall on the floor plan? Are there windows or skylights in the room? If it is a daytime event, will natural light affect the screen or the mood you want to create
Where will your audience enter the room? When determining where the stage will be placed, consider meal service traffic patterns. Where are the air walls? If they will be moved anytime during the event, which way do they go? Is there room for cabling under the air wall? Remember that if you are using rear screen projection, about 1/3 of the space will be consumed for staging.
SCHEDULING. When is the space available for set up and rehearsals? Are there competitors in the same facility during any portion of the set up or event? Will there be a simultaneous event in the next room with a loud sound system? How soon after the event does the room need to be cleared?
STAGING. Carefully examine the risers that will be used. How many risers can the facility provide? What heights are available? Is the surface of the risers suitable for your needs? Is the podium acceptable or will you need to provide another? If you will place a logo on the podium, what size should it be?
POWER. How much room power will you need? Where is the main power access? Is 3-phase power available? Are distribution boxes available and how much do they cost? Meet with the facility electrician and clearly spell out your needs. Consider fire alarms if you will use a fogger or hazer for lighting. Find out if the local Fire Marshall is a frequent visitor and what issues might arise. I.e. will any set components need flame retardant certificates? If a voltage tester is available, check to see if room voltage is at least 115 to 120 volts. Anything below 110 volts may jeopardize sensitive computers, projectors or other electronic equipment. Should you consider a generator for backup?
CONNECTIVITY. Will your event require web broadcast or incoming video conference? Will high-speed data access need to be added?
OVERHEAD LIGHTS. Where are the overhead controls? Can you shut off circuits near the screen?
UNIONS. If this is a union facility, will union loaders, riggers and stagehands be required? Will they be required during the meeting?
RIGGING. If your event requires that sound, lighting, or video be flown (hung) from the ceiling, where are pick points and what are the weight restrictions?
LOAD-IN. Examine the load-in access. Is it dock height or drive up? What is the smallest opening (height and width) between the dock and the meeting space? Will all set or prop components fit through the opening?
...and the list goes on. Other factors to consider include HVAC systems, technical staffing availability, security, parking, handicap access and more.
With proper planning, you can avoid those embarrassing meeting snafus. And if you feel overpowered by it all, remember it's what we do for a living. Be sure to watch for the next issue of Ask Mainstream. Happy meetings!