Having difficulty defining your Audio/Visual requirements and budget?
Properly assessing the audio/visual aspect of a meeting or event requiring A/V will have a positive impact on your ability to meet your technical objectives and budget. Whether you’re a Meeting Planner, an Event Producer, or an employee who has been appointed the responsibility of coordinating a meeting or event, the task can be daunting.

Chase Creative can help with our Event Planner Checklist. This checklist was created to help our customers better define their needs and objectives, ultimately saving everyone time and money.

Asking the right questions?
There are several factors you need to consider when planning an event or meeting with audio visual specialists. Chase Creative recommends the following:

• What is the date of the upcoming event?
• Who is the client contact?
• Name of Venue and all contact info?
• What room(s) in the venue will be utilized?
• What are the dimensions of the room(s)? LxWxH
• Are there any obstructions on the ceiling or floor?
• What type of lighting is in the room(s)?
• Are there any windows? Can they be darkened by window treatments?
• Are there wall plugs conveniently located around the room?
• Who is the in-house electrician? Name and number
• What time will the room(s) be available for setup and strike?
• How many attendees are expected?
• Will the room(s) be set Classroom, Theater, Rounds…?
• Does the venue have a floor plan?
• Does an event diagram exist?
• Is there an agenda available for the meeting or event?
• How many presenters will there be?
• Will Teleprompting be required?
• What type of presentation support will be utilized? Powerpoint, DVD…
• Is there a need for a stage and podium?
• Is there a color scheme and theme for the meeting or event?
• Is there a mood the customer s trying to convey with lighting?
• Does the customer want to record audio and video of the meeting?
• Does the customer want to see the presenter on the screen?
• Does the customer want to see the presenter and media on the screen?
• Will there be a panel discussion with Q&A?
• Is there a technical rehearsal scheduled? Dates and times
• What is the AV budget?

An effective site survey and needs analysis can save everyone time, money and aggravation. In addition, answers to the above questions will help you better communicate your needs to a professional audio/visual service provider when you are ready to engage their services. A professional Audio/Visual company like Chase Creative will seek this information prior to meeting with you and scheduling a formal technical site survey at the venue.

Chase Creative believes that if you are able to extract the proper information from the customer in the beginning, you will yield positive results and increase your success rate in meeting their budget and objectives. If you have any questions or would like to learn more about Chase Creative, feel free to call (734) 451-5100 and we’ll be happy to assist.

If you need a price quote or have any questions pertaining to audio/visual support for your upcoming meeting, event or rental, Chase Creative’s professionals are always willing to help. We have locations near Detroit and Grand Rapids, Michigan and regularly travel throughout the United States and Internationally. Give us a call today:

Contact us:
CORPORATE OFFICE:
Plymouth, MI: 734-451-5100

GRAND RAPIDS OFFICE:
Wyoming, MI: 616-785-8660

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