The COVID-19 pandemic has moved more and more events to a virtual versus in-person format. What do organizations have to consider when booking a virtual event? Here are some things that you should consider.

• What is your budget? Although virtual events may require less set-up time than in-person events, they aren't necessarily more cost-effective. Consider your budget.
• How long is your event? You need consider how long your event will be? Will you break it up into different sessions?
• What platform do you prefer? There are many different virtual event platforms available.
• Will your event be live, on-demand, or a mixture of both?
• Will you be hosting the event on-site (either at an event location or your offices) or will this be conducted in a studio?
• What is your plan if there are connectivity issues?
• How will you measure the success of your event?

Our team at GavCom Media Productions has extensive experience with virtual events and can assist you with choosing the ideal platform and plan for your next virtual event. 

Are you adding a stage to your next event? You may want to also consider adding a stage ramp to ensure it is accessible to all of your attendees and presenters. Here are some tips when adding a stage ramp to your event.
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• Temporary state ramps are recommended for stages that are no more than 30" in height.
• A general rule for ramp length is one foot for every inch in stage height. For example, if your stage is 24" high, your stage ramp should be 24' long.
• We suggest that your ramp also have a railing. Not only does this prevent someone from accidentally rolling off the ramp, but it also assists individuals who may have mobility concerns and need the railing for support.
• The ramp should be securely placed in order to prevent any unnecessary movement during use.
• Temporary ramps can be composed of a wide range of materials including metal and wood.

Contact GavCom Media Productions today for your next stage (and ramp!). Our solutions will ensure your event is inclusive for everyone! We can be reached at info@gcmp.ca or 416.746.5050!

Here are few ways in which you can save some money when booking your next conference.
 
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 info@gcmp.ca or 416.746.5050. We look forward to hearing from you. ​

You decided to quote out your event and you notice on your quotation that there are a number of different audio visual technician rates. So, what do they all mean? We explore what some of the most common rates are (and why your AV company charges these fees).
 
Travel Time
If your event is taking place outside of your local area, you will often notice that you are being charged travel time. Travel time is usually charged for the time it takes to arrive from the home office to your location. It may be billed at a different rate than standard AV technician rates.
 
Per Diem
A per diem is a charge by an audio visual company that is designed to cover the cost of food, incidentals on the road (think toothbrushes or taxis!) and other travel related expenses that are incurred by the technician while out of town.
 
Per diems are generally charged 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).
 
AV Setup
An AV setup charge is for exactly as it is described. Your audio visual equipment must be setup at the venue correctly and on time. This fee is for the time it takes to set up the equipment.
 
AV Strike (or Takedown)
An AV strike charge is for dismantling and removing equipment from the venue. It also includes the time it takes to move the equipment to a truck (or other vehicle). Keep in mind that AV strike (or takedown) fees are often less than AV setup fees because it takes less time to takedown equipment than it does to set it up.

Planning an event? Contact us today for a no-obligation quotation!
 
 
 
 

Teleprompters are great for any presentation. Here are a few things to keep in mind when you are using a teleprompter.
 
Don’t forget a printed copy of your speech
Expect the unexpected! Make sure that you bring a printed copy of your speech just in case there is a technical glitch. It is an electronic piece of equipment and can fail (or even worse, you may experience a power failure and as we all know, the show must go on!).
 
Use the Teleprompter as  a Backup
Try to memorize most of your speech. That way, you will be using the teleprompter as  a backup rather than reading off the teleprompter, giving your speech a more natural feel.
 
Remember to Make Eye Contact
It’s easy to concentrate on what is on the teleprompter, while forgetting that you need to keep eye contact with your audience just as you would if you did not have access to a teleprompter.
 
Practice
Make sure you are comfortable with the text. You may want to insert additional items including pauses, or antedotes. Ensure that you can also read the text. The size can be increased or decreased depending on your needs.
 
GavCom Media Productions can provide you with a teleprompter for your next presentation. Contact us today at info@gcmp.ca or 416.746.5050 for more information!
 

Here are few ways in which you can save some money when booking your next conference.
 
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 info@gcmp.ca or 416.746.5050. We look forward to hearing from you. 

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.

 
Considering your projection options for your next event? Give us a call and we can assist you in choosing the best option for your event. Contact us today at 416.746.5050 or info@gcmp.ca. We look forward to speaking to you. 

Many presenters and entertainers that you may be hiring for your event will have an audio visual rider. These riders can include a variety of information including audio and video requirements, stage and seating arrangements, and prop requirements. Make sure your audio visual supplier has all riders well in advance of your event to ensure your presenter or entertainer has all of the elements they need for a seamless event.
 
What can be included in a rider? Here are a few examples.
 
Audio requirements

• Presenters/entertainers may specify the location of speakers (however, please ensure you check with your AV supplier to determine the proper location of the speakers).
• Microphone requirements: do they want a handheld microphone, handheld microphone with a stand, wireless microphone, lavaliere microphone, headset microphone?

 
Seating arrangements

• Some presenters may ask for theatre style seating with no one seated to the left or right of the stage. They may also want a seat for themselves and may specify that the seat be light so it can be easily moved. 

Stage and Props

• Riders may detail the type of stage that a presenter/entertainer would like including required stairs, ramp, height of stage, drape. They may or may not request a podium (or the type of podium, e.g. Plexiglas, wood, etc.). Your Presenter may require a table for water or other props.

 
Computer/Projectors

• Presenters may require a projector, screen or if they will be presenting with videos, PowerPoint, etc.

 
At GavCom Media Productions, we have extensive experience working with riders and can help you work with your presenters. Contact us today at info@gcmp.ca or 416.746.5050.

Here are a few tips for the next time you are presenting at a podium.
 
Touch base with your audio visual technician before the start of the event. Ask them to give you a signal when you approach the podium indicating that the microphone is live. This will prevent you from having to ask before the start of the presentation “is this live” or from tapping on the microphone (an audio visual technician’s least favourite thing!).
 
Ensure that the microphone is pointed towards your mouth. If necessary, pull the neck (not the head of the microphone or it can create feedback) of the microphone towards you.
 
Remember that while you are presenting at the podium, you cannot leave the podium area. Although it is slightly forgivable, you can only move about seven to nine inches away from the podium microphone in order for it to pick up your voice.
 
Looking for more tips? Contact us today for your no-obligation quote. We can be reached at info@gcmp.ca or 416.746.5050.