When you are booking a venue for your next event, make sure you carefully review your contract before you sign. Venues often have contractural obligations with in-house AV companies. This can result in unexpected charges if you bring in an outside AV company. Make sure you are aware of all of the fees and feel free to negotiate your contract with the venue.
We are happy to review your contract with you before signing. Contact us today for some helpful tips!
The following article briefly outlines some of the most common lighting elements used in events of all sizes. Contact us at info@gcmp.ca or 416.746.5050 for more information on how we can transform your next event with the addition of some lighting elements.
What is a comfort monitor? A comfort monitor is a small LCD monitor that is placed on the stage (in front of the podium) in a wedge formation (for easier viewing). It displays the presenter’s video or PowerPoint presentation and allows them to see what is being displayed to the audience (eliminating the need to turn their head to see what is being displayed).
Making sure your presenter is comfortable with the venue and their presentation is your number one priority. A more comfortable presenter is a better presenter.
Consider adding a comfort monitor to your next event. A great addition that can make a large impact! Contact us today for more information at info@gcmp.ca or 416.746.5050.
Posted on August 10, 2016 by Admin
Choosing the right size, type, and size of speakers for your event can often seem overwhelming. Here are some tips to help you determine what you need for your next event.
Provide the answers to all of the above questions to your audiovisual supplier. They will be able to assist you in determining the right number and type of speakers for your next event.Planning a corporate event? Contact us today at 416.746.5050 or info@gcmp.ca and we will be pleased to give you a no-obligation quote.
Posted on June 23, 2016 by Admin
To be a successful audio visual technician, you should have an outgoing personality (you will have to work directly with a wide range of individuals including clients, potential clients, venue representatives, other technicians, as well as other vendors and presenters). You should also have an eagerness to learn and a technical background helps.
There are a number of post-secondary programs in Ontario including ones offered at Seneca College and Ryerson University that will give you the background in AV.
Gaining experience through a co-op placement, volunteering as part of the AV club or interning at an audio visual company are three great ways to gain experience.
As an audio visual technician, you will be often working with a varying amount of equipment anything from amplifiers to wireless microphones. Changing technology and new inventions make being an audio visual technician an exciting career option!
If you choose to work with a smaller company, you will get more hands on experience working with a large amount of equipment (audio, video and lighting), whereas if you choose a larger audio visual company, you will most likely work in a specific area of the industry audio, video, or lighting.
Posted on June 9, 2016 by Admin.
A kabuki drop is used in ‘reveals’ at special events. A lightweight piece of fabric (or drape) is dropped quickly to reveal your product. Commonly used at new car launches, kabuki drops are extremely easy to use and create the element of surprise and excitement for your audience.
To create a kabuki drop, drapes or curtains are hooked on to a truss line above your product and can either be removed manually or by remote control. Clients often use other A/V elements such as moving lights, projection, sound (including music), as well as smoke effects to complete the look.
Are you interested in learning more about how you can incorporate a kabuki drop in your next event? Contact us today at info@gcmp.ca or 416.746.5050. We look forward to hearing from you!
Posted on April 14, 2016 by Admin.
A per diem is a charge that is designed to cover the cost of incidentals on the road (think toothbrushes or taxis!) that are incurred by the technician while out of town. Your audio visual company will give the technician the per diem to cover their expenses.
Per diems are generally added to your invoice when an event takes place outside of the audio visual company’s home base. It also covers unexpected food costs (which are higher since most technicians do not have a kitchen on the road to cook their own meals).
Posted on April 4, 2016 by Admin.
Many presenters have specific requirements when speaking at your event. Use the following article to ask the right questions from your presenter before your next meeting.
This article outlines just a few of the questions that you should ask your presenter when you are booking them for an event. For more suggestions, contact us at GavCom Media Productions at 416.746.5050 or info@gcmp.ca and we’ll be pleased to help you!
Posted on March 21, 2016 by Admin.
Technology is great, but as we all know, it can fail at any time, usually when we need it the most! At GavCom Media Productions, we recommend that you never rely on an Internet connection during your presentation. Internet connections can fail at any time during your presentation and often take a long time to fix. Internet is often provided by the venue, which means that your audio visual technician is powerless to assist you with troubleshooting the connection.
Instead of relying on an Internet connection for your presentation, we recommend you take screenshots of the website you are showing. If you are showing a video, make sure the video is saved on a drive or USB. Your PowerPoint presentation should also be saved on a drive or USB, not on a cloud, same with music or YouTube videos.
Don’t let a spotty Internet connection ruin your next presentation! Always have a backup.
Posted on February 29, 2016 by Admin.
If you have ever watched a presentation (in person or on TV), you will notice that many podiums have two microphones. Why? At GavCom Media Productions, we recommend that two microphones be used on the podium to ensure that if one microphone fails, the other microphone will still ensure everyone in your audience can hear the event. If the primary microphone fails, it’s simple and easy for your audio engineer to switch over to the backup microphone.
Some audio visual companies will mix both of the microphones to ensure that if one microphone fails, the changeover is very seamless. Other companies will only use one microphone at a time. Either way, an additional microphone is necessary to ensure that you don’t experience an audio failure.
Posted on February 18, 2016 by Admin.
Unfortunately for Mac users, we still live in a PC world. Presentations are still often created and displayed using a Windows environment. If you are using a Mac computer for your next presentation, make sure you contact the event organizer and if possible, the audio visual company, to ensure your presentation goes off without a hitch.
Here are a few other tips you can follow for your next presentation: Add the file extension .ppt to your presentation when saving the file. Save your presentation as a PowerPoint compatible file or as a PDF document if you are using Keynote. However, if you save your file as a PDF document, keep in mind that you will not be able to make changes on site.
If you are going to use your own Mac computer for your presentation, make sure you have a monitor adapter with you or ensure that the AV company has one for you to use.
Posted on January 25, 2016 by Admin.
Black drape is the standard drape used in most corporate audio visual events. Easily hiding both wrinkles and dirt, black drape is often also used as dress kits around projector screens. Black drape is an excellent choice for more ‘serious’ events like press conferences and annual meetings.
But white drape is an excellent choice, particularly if you are taking photos that will be printed (in a newspaper or magazine) or posted online. If you are taking photos of event attendees, award winners, or presenters and they are wearing black or dark blue, they can easily disappear into the background (you don’t want to have photos of your event where you can just see people’s hands!).
Black drape can also darken a room, making it feel smaller, whereas white drape instantly brightens a room and enhances any back lighting you choose. It also allows for customization as well. E.g. if you have a company colour that you would like to add to the drape, you can do so easily.
Some audio visual companies charge more to add white drape instead of black (GavCom Media Productions doesn't!), so be sure you ask your audio visual representative about the costs before you book white drape.
Contact us today to learn how we can easily customize your event with white drape. We can be reached at 416.746.5050 or info@gcmp.ca.
Posted on December 10, 2015 by Admin in General
Clients often ask us, what is the difference between front and rear projection? The following article outlines some of the differences and advantages of both options.
Expense: front projection can often be more cost-effective than rear projection due to the cost of the screens (rear projection screens are more expensive). However, front projection may require some rigging (hanging the projector from the ceiling), which may result in increased labour and equipment fees.
Space: front projection requires space in front of the screen, which may result in decreased seating in front of the screen. Rear projection requires space behind the screen, which can be impossible.
Lighting: front projection is subject to the room lighting. Ambient lighting can impact the screen brightness. If you are hosting a meeting where participants will need regular lighting (for taking notes for example), rear projection is better because it can be viewed with regular lighting.
We can assist you in choosing the best projection option for your event. Contact us today at 416.746.5050 or info@gcmp.ca. We look forward to speaking to you.
Posted on December 3, 2015 by Admin in General
Common at many conferences, a breakout session includes a small number of participants (compared to the average conference) and enables participants to learn more about a certain subject. They also facilitate small group activities. These rooms have their own dedicated audio visual equipment and are often recorded for posting later.
Breakout sessions:
Presenters
When booking presenters for your breakout sessions, make sure that you send them an order form that outlines their presentation requirements. This order form will include information about audio visual needs (e.g. do they want a wireless mic, will they need a podium, do they have PowerPoint slides that will be projected, will they need a wireless remote, etc.).
Make sure you also address any accessibility requirements as well. If you have a stage, ensure you have a ramp, make sure that there is adequate lighting, and provide signers if necessary.
GavCom Media Productions has extensive experience working with clients and their breakout sessions. Contact us today to learn how we can assist you in planning your next conference. We can be reached at 416.746.5050 or info@gcmp.ca.
Posted on November 17, 2015 by Admin in General
Flexible and adaptable, webcasting is an online meeting format, which streams both video and audio content into one source and distributes it over the Internet. Eliminating scheduling conflicts, time zone coordination and travel costs, anyone with access to the Internet and a computer can attend a webcast event.
Webcasts are easy to use and are live and in real time, and can take place in any location, unlike traditional meetings where audio visual equipment, staff, and an outside location is often required.
Webcasts can be used for:
Advantages of Webcasting
GavCom Media Productions can manage all of your webcast needs including invitations, registration, and the actual webcast itself.
Contact GavCom Media Productions today to discover how you can make webcasting an integral part of your marketing communications strategy!
Posted on November 11, 2015 by Admin in General
Developing a RFP for AV services can be quite complex and daunting. The following article details why you should create a RFP, what you should include in a RFP, and what should be included in a RFP.
Including as much information as possible in your RFP will ensure you receive the best results. For the quotation, ensure you include the estimated attendance, event location (meeting room if available), floor plans, types of presentations, number of presenters, and the dates of your events. All of these elements can impact your stage, screen size, as well as the number and time of projectors, labour costs, sound requirements, and much more.
And don’t forget, the least expensive vendor is not always the best vendor. Many vendors will negotiate their price if you receive a less expensive quote.
Contact us today to learn more about how we can assist you with all of your audio visual needs. We can be reached at info@gcmp.ca or 416.746.5050.
Posted on October 2, 2015 by Admin in General
Adding lighting elements to your corporate meeting or fundraiser can truly transform the event space. Whether you are adding lekos, par cans, or pin spots to highlight buffets, new products, or light centrepieces or adding a colour wash to an accent wall, or strobes, spotlights, and special effects, lighting will make all of the difference to your attendees' experience.
And best of all, many lighting elements can be added to your event, even on a tight budget.
Here are some things to consider deciding what lighting works best for your event.
At GavCom Media Productions, we work with wide variety of budgets and events and can assist you in adding lighting to your next project. Contact us today to learn more!
Posted on September 24, 2015 by Admin in General
Risers (also known as stage decks) ensure your audience has a perfect, unobstructed view of your presenters or enterainers. Available in various sizes, risers lock together to create a complete stage. Common sizes include 4 x 4, 4 x 8, and are found in 6”, 12”, 24” and 32” heights.
If you are planning a meeting and thinking of using risers, consider the footprint your stage will use, which will reduce your seating capacity. You should also consider accessibility and determine if you require stairs or railings (depending on stage height)
Most audio visual companies will include stage skirts (to give your stage that ‘finished’ look), but make sure this is included in the set-up fees. Keep in mind that stages can be very labour-intensive and can be expensive.
If you are using a stage outside, keep in mind that the stage will have to be levelled, which is also very time consuming.
Contact us today to learn more about how we can incorporate a stage in your next event. We can be reached at info@gcmp.ca or 416.746.5050. We look forward to hearing from you!
Posted on August 6, 2015 by Admin in General
The perfect solution for tight spaces, short throw projectors allow you to project a large image without common pitfalls including shadows or light shining in a presenter’s face.
With very short throw ratios, the distance from a short throw projector to the screen is very small. They are used in environments where the distance to the projection screen must be minimized. Short throw projectors can project an image from as little as 1.5 feet away and are available in both 4:3 and 16:9 aspect ratios.
Short throw projectors are ideal for a variety of environments including:
Posted on August 6, 2015 by Admin in General
When you are creating a RFP for AV services, ensure you include as much detail about your event(s) as possible. This will ensure you receive an accurate quote based on your needs.Here are a few things to include in your RFP:
There are many more items that can be included in a RFP for an event. If you need assistance building a RFP for audio visual services, just contact us today at info@gcmp.ca or 416.746.5050 and we’ll be happy to help you!
Posted on May 12, 2015 by Admin in General
Enhancing your event space, pipe and drape is an excellent pairing with event lighting and can add a ‘punch’ to what is otherwise a blank canvas. It can: provide a backdrop for presentations to hide unsightly walls, light switches, and doorways (especially when placed behind a stage); block out unwanted light from outdoors; absorb sound; and provide a backdrop when videotaping your event.
Here are some tips when you are incorporating drape into your event:
• Measure the ceiling height of the event location as well as the length that you require. To achieve a truly impactful display, make sure the drape length is doubled. This will enable your AV company to hide all of the drape and give you a ‘full’ look.
• Black drape is an excellent choice for corporate or formal meetings. However, you may want to choose white pipe and drape because it displays lights (even uplights) with ease. This enables you to customize the look of your stage with just a simple lighting selection. You can also get custom coloured drape, but black and white drape are the most common and economical.
• You can also use drape and pipe to divide sections in a large space. E.g. you might want to create a cocktail area, an area for the main event and a staging area. By adding lighting, you can easily change the feeling of each area.
Looking to add pipe and drape to your next event? Contact us today for a no-obligation quote!
Posted on April 22, 2015 by Admin in General
Unfortunately, audio visual equipment failure can happen at any time during your event. And it's always at the wrong time! Audio visual equipment failure can't always be prevented, however, it should lead to little disruption to your event. Here are a few questions to ask your audio visual supplier about service disruptions:
• Do you have spare parts (projector lamps and spare cables for example) on hand if needed?
• Do you have suppliers that you can rent equipment from if it is needed?
• How often is your equipment checked for potential issues?
• Is your equipment well maintained?
• Is your equipment used outside (exposed to the elements)?
Remember, audio visual equipment failure can occur, but it's important that your audio visual supplier can fix the problem in a timely manner to ensure the least amount of event disruption.
Posted on April 16, 2015 by Admin in General
Floor space is often at a premium in venues. Make sure your AV provider knows your layout (provide them with a floor plan if possible) well in advance of your event to ensure that all AV elements will fit without impacting sight lines. You should also take the time to introduce your venue or catering supplier to your AV provider so they can coordinate the space.
Here are some additional tips:
• If you don't have a formal floor plan, that's ok! But make sure you show your AV supplier where buffets, server stations, and bars are located to ensure AV equipment does not block entry to these areas.
• AV equipment comes in bulky cases! Make sure you ask your venue where the cases can be stored during the event. Many times, cases can be placed behind screens or in a storage area.
• Ask for advice from both your venue and your AV supplier in regards to the best room layout to provide the best event experience for attendees.
• Take speaker stands, truss, drapery, stage pieces, and projection towers into account when planning your event. All of these elements take up a significant amount of space and can impact table placement.
• See if your AV company can set up the night or morning before your event to allow the venue or caterer to set up around the AV equipment.
• Schedule your catering needs around equipment checks and rehearsals, as both can be really disruptive.
• Let your AV supplier know if any airwalls will be opened or closed during your meeting and when this will be happening (if opening and closing airwalls during the event).
Careful planning of your event space is crucial for success. Contact us today to learn how we can assist you in planning your next event.
Here are some tips to make your event 'green'.
Reduce, Reuse, Recycle
Reduce
• Replace Styrofoam cups with ones made from biodegradable corn products.
• Purchase writing materials that are made from 100% recycled cardboard or paper where possible.
• Choose antibacterial hand cleansers that eliminate the need for hand dryers and water.
• Replace bottled water with reusable containers and bulk dispensers.
• Reduce your carbon footprint by considering webcasts (insert link here).
• Select a venue that is centrally located to transportation including train stations, airports, bus stations and public transportation.
• Hold your event in a city that is directly accessible by air.
• Arrange for shuttle buses to reduce the use of cars.
• Make sure participant gifts are durable, minimally packaged, made from recycled materials when possible (e.g. paper pads, mugs made from recycled plastic) or have green messages such as trees. Or consider reusable products such as water bottles.
• Confirm registration by phone or email instead of mail.
• Don’t print conference information, post it on your website or send it via email.
• Use computerized check-in.
• Choose venues that have Green Initiatives/Policies.
• Turn off lights and other equipment in meeting rooms when not in use.
• Tell the venue to not distribute pens and paper.
• Ask the venue or the caterer if they would be willing to donate any unused food to a food bank or homeless shelter.
• If you are hosting a tradeshow at the same time, ask participants to direct attendees to their website instead of providing printed materials.
Reuse
• Collect and reuse name tag holders. According to the Convention Industry Council, at one conference, organizers collected 1300 holders for a savings of $975!
• Use dry-mark erasable boards instead of paper flip charts.
• Use washable dishes, stemware, and utensils for all food and beverage items including those provided in the breakout rooms.
• Check to see if the venue has a policy statement in all guest rooms that requests that towels and bedding be reused.
Recycle
• Make recycling bins easily available, clearly marked, and ensure that they are large enough to accommodate a large amount of waste.
• Announce to attendees that recycling bins are available and encourage them to use them.
• If you are distributing gifts, use reusable bags.