| Detailed RFP Helps Avoid A-V 'Sticker-Shock'
by Brad Weaber |
![[ Conferon Perspective: Avoid A-V 'Sticker-Shock' ]](images/AV1.jpg) Are you asking the right A-V RFP questions?
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| One area in which many meeting managers admittedly lack expertise is audiovisual. Though technology is constantly changing, the strategy for negotiating audiovisual equipment and services remains the same.
Understanding the fundamentals of A-V negotiation not only helps achieve a better deal, but also alleviates much of the "sticker-shock" that can occur AFTER the convention. The first step is to provide the A-V companies an RFP (request for proposal). The following should be included in every RFP: 1. Based on past experience, list all equipment that will be required – show dates, time and exact room where the various equipment will be used. Additionally, if you will be having rehearsals for various events, it is important to list the anticipated times and any labor/technicians you will require. (If you are practicing with a TelePrompter a – day early, it does not do any good if the operator is not there!) 2. List the specific times that all equipment should be in place before the event is scheduled. Most meeting managers want equipment placed at least an hour before a standard breakout. For general sessions, it is generally preferred to have equipment in place the day or evening before. For large meetings, it is imperative to negotiate a "speaker-ready" room into your contract. Make sure it includes the various pieces of equipment that will be used throughout the meeting. The "speaker-ready" room is invaluable because it enables speakers to run through their presentations without a full room setup. Depending on the size of your meeting, this room should be negotiated free of charge or at a very deep discount. (The standard equipment generally includes: overhead, slide projector, VHS and monitor, empty slide carousel trays and, for hi-tech organizations, computer and LCD panel.) 3. Be very specific about the type of equipment requested. If you are certain of the room size, do not simply ask for "a screen"; be specific about size and type. (Tip: The screen image should be at least 1/10 as high as the distance from the front of the room to the last row. For example, in a room that is 100 feet long, the screen image should be at least 10 feet high.) 4. List all labor requirements. Require that all "special" labor costs be detailed in the RFP. Make certain, if you are in a facility that has a contract with a local union, that all associated union costs are included. (For example, some facilities will require a sound technician in the meeting room if no more than two microphones are used.) 5. If the hotel or facility has any restrictions on the use of its sound or electrical systems, make certain they are listed in the bid. Also, for budget purposes, ascertain estimated costs if the hotel or facility has an exclusive on labor in a particular area (i.e., ballroom, theatre). 6. Require a clause that releases you from the responsibility for lost or stolen equipment. 7. Be specific in your request from the bidder for the number of people required for set-up and dismantle of your meeting. Determine whether there will be additional labor charges for this time. Note: This is an area that is often not listed in the bid; be certain you have this outlined in writing. 8. Require that all delivery and return charges be specified. While it is every meeting professional's desire to select the "in-house" supplier, price is usually the determining factor. Explain to the "in-house" supplier that competitive bids are being solicited for the piece of business. It is imperative that your RFP is clear on your desire to receive an "apples to apples" comparison. A-V suppliers usually price equipment on a "street" or "declining" rate. These rates typically mean that you pay full price for the equipment on the first day and a declining rate until the third or fourth day. After the fourth day, the rest of the week should be at no charge. When bidding with outside suppliers, it is important to let them know that if everything else is equal, the business is likely to be awarded to the "in-house" supplier. This information will let them know that they must bid aggressively. Be aware that if you select the outside supplier, you will probably need to provide equipment storage space on-site. Normally, a hotel or facility will receive a rebate or override from the in-house supplier for each piece of audio-visual equipment ordered. For this reason, the hotel will want the "in-house" supplier to win the bid. A hotel may be willing to reduce its rebate or override, in order to reduce the cost to the customer. After you have received all of the A-V bids, place the information on a chart. Remember: You want to compare apples (i.e., ballroom, theatre). Bids may or may not: 1. If you are renting a computer for a presenter, you need the following information; 2. If you are renting computer display equipment (monitors or projectors) from an A-V supplier, you will need to provide the supplier with the following information about your computer, at minimum:
Designing Your A-V Request for Proposal(The following checklist was distributed and discussed by Steven Bury, director of convention and hotel service for TEL AV, during a presentation at PCMA's Summer Clearance in Toronto.) 1. State the role of audio visual services at your meeting, including any relevant background information.
5. Request that all charges be included and explained, as follows:
6. Request a full explanation of any potential charges not included.
7. Request a full explanation of any related charges for services required to do the job that will not come from the A-V supplier, as follows:
8. Ask for all costs in detailed form, accompanied by a clear cost summary.
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| Brad Weaber is senior account executive in the Washington, D.C. office of Conferon, the nation's largest independent meeting planning company.
First published in: Convene Magazine, September 1995 |
List specific set-up/rehearsal times.
be quoted at a "street" or "declining" rate;