This month I will be looking at common Audio Visual equipment that meeting and event planners use.
LCD Projector LCD stands for Liquid Crystal Display In a nutshell how they work is -- You connect the projector to the VGA output of your computer, or DVD player and the projector becomes the monitor screen or shows the DVD. The output of a projector is measured in lumens; the higher the lumen the brighter the projector and the more expensive it is.
There are several websites out there that describe how the LCD projector work, how to connect it to your computer, how to purchase a projector so I won't go into all of that, however; I will take a stab to answer this question: Why are they so expensive to rent on a per day basis. In Pittsburgh, for example, the average rate is $250 +/-.
In my experience LCD projectors are tender creatures that need some care to work correctly and if you don't know how to set up and use the projector you could be asking for problems. One of the things you are paying for when you rent an LCD projector is a technical person to help you get the thing set up correctly with the laptop that has the presentation. If you are not the least technical, then it is worth it. I am not saying don't learn how to use a LCD projector, I am saying having help available when you could be or should be doing other things at an event is a very good idea. Another reason is that like it's predecessor, the slide projector, the LCD projector has a bulb that gets really hot (which is why projectors have fans) and when it is time to replace the bulb; the bulb may cost as much as 50% the cost of a new LCD projector.
Best tip, make sure you allow for the rental in the budget. Ask your speaker if they will need one. Some speakers travel with their own equipment and some venues, especially conference centers have built the cost of using AV into the cost of using the room so you may not need to rent one except on the occasional basis.
Another question I get a lot is should you own a LCD projector. My response: How much do you use the projector? The average cost of a 2,000 lumen LCD projector is $1,000.00 depending on the manufacturer, weight, bulb life specifications and some other factors. At $250.00 a pop to use at a venue, then you would need to use it 4 times in a period of let's say 3 months to make it worthwhile to own.
My advice to beginning planners is to not purchase one right away. You have other things that you could be doing with the money like building your website, and joining MPI (Meeting Professional International) or ISES (International Special Events Society).
That's the Planner's Pointer for today.
Wednesday, June 2, 2010
Friday, May 28, 2010
Web tip of the week -- Beware of Automatic Renewal
Welcome to Planner's Pointers --
This is the web tip for the week. Beware of the automatic renewal.
This came in very sharp focus for me recently when I got my credit card bill. There it was charged for an automatic renewal of a news service I no longer used. OMG! What to do?
I called my credit card company who stepped me through cancelling the service. While I didn't get all my money back, I was able to get most of it.
Lesson learned: When completing the on-line form for the first purchase make sure you read the fine print and de-select the box that says that the service will be automatically renewed and charged to your bank account or your credit card.
That is the web tip of the week.
This is the web tip for the week. Beware of the automatic renewal.
This came in very sharp focus for me recently when I got my credit card bill. There it was charged for an automatic renewal of a news service I no longer used. OMG! What to do?
I called my credit card company who stepped me through cancelling the service. While I didn't get all my money back, I was able to get most of it.
Lesson learned: When completing the on-line form for the first purchase make sure you read the fine print and de-select the box that says that the service will be automatically renewed and charged to your bank account or your credit card.
That is the web tip of the week.
Tuesday, April 27, 2010
Glossary Terms -- Catering Personal Descriptions
Each month I would like to share words commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary.
The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.
This months definitions are the job descriptions of some of the staff members you will meet when you book an event at a hotel, conference center, or catering hall.
Caterer: 1) A food service vendor, often used to describe a vendor who specializes in banquets and theme parties. 2) An exclusive food & beverage contractor within a facility.
Catering: The provision of food and beverages.
Catering Sales Manager: Staff person responsible for selling and servicing group and local food and beverage functions. The catering sales manager will help you determine the menu and room set up.
Banquet Captain: Person in charge of banquet service at food functions. For small functions, also serves as maitre d. For larger functions, may be responsible for a specific area of the dining room.
Banquet Manager: A person in charge of banquet service.
Banquet Set-Up Manager: In charge of function room set up, over housemen.
Houseman: Service-staff member who handles function-room set up and tear down.
That's the Planner's Pointer for today
The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.
This months definitions are the job descriptions of some of the staff members you will meet when you book an event at a hotel, conference center, or catering hall.
Caterer: 1) A food service vendor, often used to describe a vendor who specializes in banquets and theme parties. 2) An exclusive food & beverage contractor within a facility.
Catering: The provision of food and beverages.
Catering Sales Manager: Staff person responsible for selling and servicing group and local food and beverage functions. The catering sales manager will help you determine the menu and room set up.
Banquet Captain: Person in charge of banquet service at food functions. For small functions, also serves as maitre d. For larger functions, may be responsible for a specific area of the dining room.
Banquet Manager: A person in charge of banquet service.
Banquet Set-Up Manager: In charge of function room set up, over housemen.
Houseman: Service-staff member who handles function-room set up and tear down.
That's the Planner's Pointer for today
Friday, March 19, 2010
Web Site of the Week
Brownielocks and the Three Bears www.brownielocks.com is a website that has been around for more than 10 years but I only bookmarked it a little more than year ago or so when my friend, Becky, talked about it at a meeting. If you are an event planner, school teacher or anyone looking for a theme for an event or school project then Brownielocks is the place to go. Pick a month -- any month -- and there are listings for holidays, weeks of or month of celebrations and awareness. For example: Did you know there was a National Hot Dog Day? (July 17th) or that May is Family Wellness Month?
The person who started Brownielocks said they did it as a fun way for older children to learn. Which means to me that listings on the site are actual days, that the illustrations are cute without being silly and the content is "G" rated.
For people like me who like to plan ahead there are listings are for all months and not just one at a time. While the current month is the centerpiece, you can still access previous months or go click to choose future months. If a day or month as a link, they are also posted.
A great site to spend some not so free time with. www.brownielocks.com
The person who started Brownielocks said they did it as a fun way for older children to learn. Which means to me that listings on the site are actual days, that the illustrations are cute without being silly and the content is "G" rated.
For people like me who like to plan ahead there are listings are for all months and not just one at a time. While the current month is the centerpiece, you can still access previous months or go click to choose future months. If a day or month as a link, they are also posted.
A great site to spend some not so free time with. www.brownielocks.com
Tuesday, March 16, 2010
Glossary Term: a la Carte
Each month I would like to share a word commonly used by professionals. The words along with their meaning will be from the APEX Industry Glossary.
The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange, to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.
Today's term is a la Carte
According to the APEX Glossary: a la Carte is a French term meaning "from the menu." Each item is individually priced. Used in tour literature to indicate a choice of dishes will be available.
You see the term used mainly in restaurant and catering menus. These days you see the term a la Carte being used by some consultants. For example, there will be a list of services for one inclusive price, then there may be a breakout list where you can purchase only the services that you want or need.
If you are purchasing food or a service a la Carte you will see the listed on your bill one item at a time.
That's the Planner's Pointer for today
The Convention Industry Council is the organization of 33 associations coming together to exchange information among the meetings, convention and exhibitions industry. One of the initiatives is APEX, Accepted Practices Exchange, to develop practices that reach industry wide. One of the practices is a glossary of terms used in the industry. The goal of the glossary is to standardize the definitions of words used by the meetings industry.
Today's term is a la Carte
According to the APEX Glossary: a la Carte is a French term meaning "from the menu." Each item is individually priced. Used in tour literature to indicate a choice of dishes will be available.
You see the term used mainly in restaurant and catering menus. These days you see the term a la Carte being used by some consultants. For example, there will be a list of services for one inclusive price, then there may be a breakout list where you can purchase only the services that you want or need.
If you are purchasing food or a service a la Carte you will see the listed on your bill one item at a time.
That's the Planner's Pointer for today
Friday, March 12, 2010
Web site of the Week Merriam-Webster.com
Want to learn a new word; complete a daily crossword, or just look of the spelling of a word? Then browse on over to http://www.merriam-webster.com/ A web site that has been around at least since I typed in my first www in the 90s, it’s a great site to go to when you are doing any sort of writing. Or just want to spend from free time doing a crossword or peruse (to read over in an attentive or leisurely manner) the Top 10 Lists. Merriam-Webster.com also has a children's section and an ESL(English as a second language) section
New to Toastmasters and have the "Word of the Day" responsibility in the agenda then Word of the Day is a wonderful place to go to find that unusual word. The web site also has a video section that deals with several areas on word use. I viewed the one that talked about the difference between "Affect" and "Effect."
Not all misspelled words are caught by spell check. When in doubt as to spelling and usage then http://www.merriam-webster.com/ is the web site that should be one of your favorites.
New to Toastmasters and have the "Word of the Day" responsibility in the agenda then Word of the Day is a wonderful place to go to find that unusual word. The web site also has a video section that deals with several areas on word use. I viewed the one that talked about the difference between "Affect" and "Effect."
Not all misspelled words are caught by spell check. When in doubt as to spelling and usage then http://www.merriam-webster.com/ is the web site that should be one of your favorites.
Tuesday, March 2, 2010
Budget Guidelines 5 Key Tips to Developing Your Budget
Today’s Planner's Pointers will focus on Budget Guidelines -- 5 Key tips to developing your budget.
1. Know what your goals are for the event. If it is a fund raiser do you know how much money you want to make? What part of that money goal are you willing to give over to expenses? Having very clear goals helps keep you from being distracted.
2. Don't develop the budget in a cave. Brainstorm all the aspects for the meeting and what your expenses will be. Determine what are potential income items and what are expense items. Don't guess at what things cost, do research. If your price lists are more than a year old, then get new ones. Have committee chairs work with their members to determine what they will need to spend.
3. Have you done this event before? What were the expenses, especially the unexpected ones that occurred Review your history. Was the budget realistic? If this is a new event, have you done similar events? Review those former budgets to get ideas on expenses.
4. Share the budget will all stakeholders especially the aspects that directly apply to them. Supply guidelines. When you have client meetings, have it be one of the items on the agenda. If you are working with a committee, always report out on money both taken in and spent.
5. Have a system in place to pay non recurring bills. Check request forms, receipts are always a good idea.
1. Know what your goals are for the event. If it is a fund raiser do you know how much money you want to make? What part of that money goal are you willing to give over to expenses? Having very clear goals helps keep you from being distracted.
2. Don't develop the budget in a cave. Brainstorm all the aspects for the meeting and what your expenses will be. Determine what are potential income items and what are expense items. Don't guess at what things cost, do research. If your price lists are more than a year old, then get new ones. Have committee chairs work with their members to determine what they will need to spend.
3. Have you done this event before? What were the expenses, especially the unexpected ones that occurred Review your history. Was the budget realistic? If this is a new event, have you done similar events? Review those former budgets to get ideas on expenses.
4. Share the budget will all stakeholders especially the aspects that directly apply to them. Supply guidelines. When you have client meetings, have it be one of the items on the agenda. If you are working with a committee, always report out on money both taken in and spent.
5. Have a system in place to pay non recurring bills. Check request forms, receipts are always a good idea.
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