Written by Vickie Sanders February 8, 1999

Committee: Vickie Sanders & Annette Osenga

I. PRE-MEETING ACTIVITIES

Forming a Committee

The AV Media Committee was formed in mid October 1998. The chair and co-chair planned the logistics of equipment needs of speakers and volunteers for the different sessions. The other members of the committee supported the committee as room monitors at the conference.

Budgeting

The total budget of AV equipment was $6327.66. The AV budget consisted of two days rather than three. Nonetheless, NCLMG/MLGSCA's cost for two days exceeded the previous years AV budget in Tucson AZ ($4720.00). The charges for the E Resources Seminar, a full day on 2/6/99, was paid for by PSRML.

$5927.66 Swank AV Equipment, the Fairmont Hotel's onsite AV vendor

$ 400.00 for two analog phone lines for internet connection through the hotel's electrical department

$6327.66 Total

The Swank AV cost, $5927.66, consisted of $4208. 00 equipment charge, $1372.50 labor charge at $55.00 an hour, and $347.17 for 8.25% tax for the 2/5/99 presentation, and the 2/7/99 Continuing Education classes.

The two analog lines totaled $400. $200 per line consisted of $160 installation per line and $40 flat rate line rental daily. One line was ordered for the Yahoo speakers, and one line was ordered for Peg Allen's Nursing Information (CE) class.

The budget amount was devised by the speakers' needs for equipment. The joint chairs advised the budget amount should be $5000. $3115.50 of the Swank budget was spent for three rooms on the Concurrent Contributed Papers. Due to the complexity of speaker equipment use, the program involved several pieces of equipment in each room to insure precise timing of the speakers.

A list of the rented equipment is attached.

The Yahoo presentation and Peg Allen's Nursing Information (CE) class were the next most expensive portions of the budget. Both required the reservation of a data projector. Due to the size of the Regency Ballroom 2, we had to reserve the larger data projector ($900) for the Yahoo presentation. The data projector for the Nursing Information class was $450, analog line $200, video player $85, screen $30, labor charge $180.
 
 

We were able to use the San Jose State University Library School's Computer Lab for the Power Point Continuing Education class. This saved on renting of computers. SJSU is located four blocks from the hotel. An additional overhead projector, flip chart and pens were brought in to save on cost.

Selection of Media Equipment Vendor

The conference site for the 1999 conference had been planned for the Fairmont Hotel in San Jose, CA. The hotel recommended Swank Audiovisuals, an onsite AV vendor. We did not look at other vendors due to the complexity of the Concurrent Contributed papers. During this session 20 speakers were scheduled to speak in three rooms during a two hour period. In addition to the 20 speakers, there were scheduled moderators and room monitors for each of the three rooms totaling 32 people. The coordination of the 20 speakers with their equipment needs was a tricky proposition. Each speaker was allowed 15 minutes to speak, 3 minutes for introduction and questions. Due to the precise timing of the speakers, a dedicated AV technician was hired for the two and one half hour session. The advantage is he knew the layout of each room of the hotel, and the mechanisms of the equipment.

The chair of the Concurrent Contributed Papers made the arrangements for the AV equipment, and kept us informed daily and at times hourly on the arrangements.

Organizing the Presenter's Equipment Needs

The Program Committee and the Continuing Education Chair provided a list of names, addresses, email addresses, of all speakers. We devised a form to list all equipment needs, and special instructions. On the form we asked each speaker to bring his own laser pointer. The inhouse vendor charged $50.00 for the use of one laser pointer-- too extravagant. The Concurrent Contributed Papers Chair and PSRML were sent a copy of our equipment needs form, however they handled the AV needs of their group. We contacted all the speakers who in turn contacted us before our deadline date.

To keep track of the presenters equipment needs, an Excel spreadsheet was developed with date of presentation, time of presentation, room, speaker name, equipment needs.

A copy of the spreadsheet and equipment needs form is attached.

Locating Room Monitors

Due to AV needs of speakers our need for room monitors was unique. Monitors were not needed for every session as some speakers only required a microphone. When the committee was formed we had one volunteer. The Media Co-Chair wanted to utilize library students as room monitors. She felt this would be a great way for students to meet health librarians, and become acquainted with the field. An email was sent to the listservs of the library school at UC Berkeley and San Jose State University. The email re-iterated facts about the conference which had appeared in an earlier message for library school students, and invited only students who had registered already to become room monitors for CE. It also described the CE speakers and times. The timing of the email message coincided with finals and semester break, therefore she received only a few responses. The chair of the Concurrent Contributed Papers preferred to organize her own room monitors. The E Resources session had a dedicated AV technician for the day. The duties of the room monitors involved controlling the lights, operating the data projector, assistance with setting up the overhead projector.

Onsite technical support was available to us for Friday and Sunday. After reviewing our speaker schedule and the flow of how the day would go Swank Audiovisuals did have a dedicated technical support person on call for us built into the agreed cost. We contacted them by dialing "O" on the house telephone.
 
 

The AV Negotiation

After gathering the AV needs of the speakers we contacted Swank for a bid. The first bid was $7128.26. They were willing to negotiate on equipment charge, but not labor. We went over each line item of the bill and came to an agreement of $6007.71. The final invoice from Swank was $5927.55.

One month before the meeting, I faxed Swank a schedule of when we wanted each room set up along with the equipment needs. I used the spreadsheet and added in the room set up time. One of the room monitors needed instruction on switching the data projector from computer equipment to VCR, and one of the CE instructors had a new laptop, and wanted to make sure the equipment worked.

Four days before the conference I had a face to face meeting with the manager of Swank and we went over the time table, equipment, all unusual circumstances that could happen. I went over the final invoice with the manager, and signed the agreement. After the conference the invoice would be forwarded to the hotel, and included in the bill with other charges.

II. During the Meeting Activities

The first morning of the conference the AV Technician and the Fairmont Hotel's System Operator were promptly waiting for us one hour before the first session to go over equipment, lights, microphone, questions. However, they forgot the surge protector. This was clearly listed on the equipment list. Before each session the AV Technician would test the lights, equipment (part of the set up agreement) and instruct monitors on how to run the equipment. With one presentation Swank gave the monitor instructions to run the VCR, sound, lights, and data projector.

On Sunday morning (2/7/99) at 7am the equipment for the CE classes were set up, however the instructor needed instructions how to switch from her Power Point presentation to the VCR. Although all the equipment was in the room not all the wires were connected to the data projector. A call to Swank promptly brought the AV Technician to plug in equipment, and go over use of equipment.

III. Challenges and Recommendations

While most committees are formed one year in advance, this committee was formed 4 months before the conference. It would have been easier for this committee to plan further ahead.

The biggest challenge of this budget was the allocation for the Concurrent Contributed Papers. Although this was a successful session, perhaps in the future if one is to accept many speakers one should weight in the cost factor of equipment into the equation.

I recommend the Registration, Continuing Education and Media Committee work closely together to watch the number of registrants per class vs. cost of equipment. Herbal Medicine and Power Point CE classes did not impact the budget, but the cost of equipment for Nursing Information was expensive.

The Media monitors were wonderful. They were enthusiastic and creative in their work. One of the monitors was a library student, and this was a great way for us to promote our profession.

Set up a time for room monitors to become familiar with their duties and the use of the equipment. Point out the closest house phone, and how to get in touch with the AV Technician should a problem occur.

It really helped me to go over the previous media chairs report to review highlights and problems of the conference.

Keeping a notebook of emails, addresses of committee members, layout of the hotel and spreadsheet of the rooms with speaker date and time from the Facilities Chair helped me to keep organize.

Note from previous Media reports:

Find a store near the conference facility where you can buy batteries cheaply. Have extra markers for flip chart presentations.

Vickie Sanders & Annette Osenga

Life Chiropractic College West

2005 Via Barrett, San Lorenzo, CA 94580

Phone: 510-276-9013 x 294 Fax: 510-865-1312

Vsanders@lifewest.edu