Many factors can affect your conference day, but none are as easy to identify and influence as Audio-Visual support.
Who Owns the Equipment
It is worth asking whether the AV equipment that the venue uses is their own or if they have hired it from a contractor. The biggest problem with hired AV equipment is the added layer of logistics to set up the AV. Also, the person who set up the AV for the demonstration may not be the same person who sets up the AV for your event, so make sure you get the correct person to show you how to use the AV.
What Is Included in the Price
This will outline exactly what is included in the overall cost of the Audio Visual package. Normally the following would be included in the package: Projectors, Screens, Lapel Mics etc. However, connecting up equipment, additional displays for separate rooms, confidence monitors etc. would be classed as extras and would cost on top.
What the Connectivity Is Like
Ask about wired network points and Wi-Fi. Check if all of the building’s to share bandwidth and what impact this will have on you and your delegates.
Whether There Is a Backup Plan
Find out what happens if your projector fails, or your internet connection drops mid-session. A good venue will have a spare set of AV equipment, or have a clear plan of action in case of a problem occurring during your event.
Who Provides Technical Support on the Day
Confirming whether a technician is on site throughout the event or is able to be called up as required. More on Cotswolds Hotel Conference Rooms can be found at https://tewkesburypark.co.uk/hotel-conference-rooms/cotswolds/.
Getting clear answers to these questions before you sign them will save a lot of hassle on the day of your conference.
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