Create a standard AV package for each breakout room. Depending on the size of the room, you will want to include a screen and projector, as well as a podium, and depending on the number of attendees, you may want to consider a small sound system (including a microphone and speakers). This will help keep your costs down (since rooms will not have to be reset constantly).
If there are only a small number of attendees per breakout, you may want to consider a roaming audio visual technician. This technician will travel from room to room (and should also be available via walkie-talkie) to adjust levels and assist presenters as required.
Ask your audio visual supplier to provide audio visual equipment for your exhibitors as well. This will save you time (with load ins) and potentially save your exhibitors money.
Schedule load in times appropriately. If you know that you have access to multiple rooms at the same time, make sure you get your audio visual company to set up the rooms at the same time to save money on labour costs. Make sure that the meeting rooms are locked, however, because you may be responsible for lost or stolen audio visual equipment.
For more conference saving ideas, contact us today! We can be reached at firstname.lastname@example.org or 416.746.5050. We look forward to hearing from you.