What is a breakout session?

Breakout sessions are very common at conferences. With similar audio visual features as a main room, a breakout session usually assists in facilitating small group activities or meetings. Breakout sessions have their own dedicated video, audio, and lighting elements and are often recorded (for participants who were unable to attend) or for broadcast (webcast).

Breakout sessions are also referred to as a workshop session. It allows conference delegates to participate more actively and allow for multiple discussions at one time. Information shared during the breakout session may be shared in a larger group later.

When Should You Have a Breakout Session? 
Breakout sessions:
• Are great for brainstorming ideas that will be shared with the larger group.
• Allow for more individual discussion and sharing.
• Give participants the opportunity to work with different people.
• Help participants deepen their understanding of a concept or topic.

Preparing for a Breakout Session
• Set up the room in advance.
• Make sure you have adequate supplies including flipcharts (markers, tape, cards, etc.) so everyone can begin the task immediately.
• Make sure you have a map for all participants so they know where to go in advance

Presenters 
When you are 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.

Event Consultation

When planning an event, you may be unaware of the technical support needed to organize and execute your event. GavCom Media Productions can provide you with the knowledge you need. We will take the time to understand all of your event requirements and provide you with the advice you need to make an educated decision.

We can provide you support whether your event is next year or next week. We provide technical solutions for all types of events including training sessions, conferences, galas, break-out meetings, press conferences, and much more. We work with you and your unique needs as well as your budget, big or small.

At GavCom Media Productions, we work as an extension of your event staff and can help you plan all of the elements of your event. Contact us today for a no-obligation quote. We can be reached at info@gcmp.ca or 416.746.5050.

I Was Told I Have to Use the In-House AV!

We hear "I was told I have to use the in-house AV" from clients on a regular basis. They book a venue for their meeting and are told that they MUST use the venue's in-house AV. This is never the case. In-house audio visual companies and venues have agreements and it is in their best financial interest for you to go completely in-house.

Before you book your next event, make sure you ask your venue representative the following questions:

• Are there any fees if I bring in an outside audio visual company?
• Are there any union requirements for the venue? If so, what are the rules and rates?
• Are there any rules or guidelines that my audio visual company must adhere to when working in your venue? 

Everything can be negotiated, but you want to start negotiating with the venue before you sign a contract. You can always ask them for the right to bring in your own audio visual company without any additional fees. Simply eliminate it from your contract.

Savings with an Outside Audio Visual Company

An outside audio visual company like GavCom Media Productions can save you money when booking your next event. In-house audio visual companies have contracts with venues that require them to provide up to 50% commission to the venue. That’s why many venues inform you that you MUST use the in-house audio visual company. And another reason why in-house audio visual is often 20% higher than when you use an outside audio visual company.

You should also keep in mind that since the in-house company has a long term contract with the venue, they represent the venue first, and you second, unlike outside audio visual companies.

An outside audio visual supplier is dedicated to your event only. An in-house technician may move from room to room to change a projector light bulb, set up screens, or other tasks. Not something you should pay an additional 20% for!

We understand that there are times when hiring an in-house audio visual company makes sense. E.g. if you are only renting a few pieces of equipment (e.g. a projector and screen), it probably makes sense to just use the in-house equipment. However, we recommend that you always contact an outside audio visual supplier first for a quotation.

No event is too small and we look forward to working with you and your budget. Contact us today at info@gcmp.ca or 416.746.5050 for a no-obligation quote.

Questions Your A/V Company Will Ask You When Planning Your Next Event

Here are some questions we will ask you when you contact us for your next event.

What is the budget?

At GavCom Media Productions, we work with very small and very large budgets. You need to determine how much you have to spend on your event so you can decide the essential and non-essential items on your list.

Where and when is the event?

We have extensive experience in a number of event locations across the GTA. We like to know where you are having the event because our past experience can enhance your event. We know the limitations and benefits of each venue. 

Many venues will encourage you to use their in-house audio visual company. However, keep in mind that using an outside audio visual supplier such as GavCom Media Productions can often result in a savings of up to 50%.

We like to know when the event is happening for planning purposes and where it will happen so we can be in touch with the venue if necessary.

What is the expected attendance?

The audio visual equipment required for an event often depends on the number of people attending. Sound systems, projectors, screens, stage, and lighting all require this information.

Does your event have a theme?

At GavCom Media Productions, we can enhance your theme with lighting as well as other elements including music.

What time is your event?

As your audio visual supplier, we need to know when the event will be taking place (and for how long) to estimate your labour cost. We also need to know when to set up and take down the event to plan appropriately.

Contact GavCom Media Productions today for a free, no-obligation quote. We can be reached at info@gcmp.ca or 416.746.5050.

Make Earth Day Every Day

Even though Earth Day was this past Sunday, there are a number of simple ways to make Earth Day every day when executing your events. 

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.

At GavCom Media Productions, we try to operate our business in an environmentally friendly way. We have established an Environmental Policy which is available upon request. Contact us today to learn more! 416.746.5050 or info@gcmp.ca. 

What is Rear Projection?

Rear projection uses a source (usually a projector for an audio visual presentation) behind the screen to project an image. The image passes through the screen in rear projection to the eyes of the audience members, instead of being reflected on the surface as it is with front projection

When using rear projection, the projector is placed behind instead of in front of the screen.

Advantages of Rear Projection

There are a number of advantages to using rear projection in your next event.

• The lights in the room do not need to be dimmed or turned off when projecting images because viewers can still see clearly. This can be very valuable in presentations where people could like to take notes or ask questions or interact with the presenter.
• Rear projection saves space. A front projection presentation prevents you from putting a table in front of the screen. No one can sit at a table in front of the screen because they can obstruct the view.
• The room looks cleaner with rear projection. There are no projector images in the audience members’ eyes or shadows on the screen.

If you are considering using rear projection for your next event, contact us at 416.746.5050 or info@gcmp.ca and we will review your requirements.

Tips for Hooking Up Your Laptop to a Projector

If you are planning a small event, you may be connecting your projector to a laptop yourself. Here are a few tips to get you started when presenting with a laptop and projector.

Make Sure You Understand How to Connect a Projector

Some laptops do not automatically recognize that they are connected to a projector. To get your computer to detect a projector or other external display device on a PC laptop use a key combination (try Fn+F5 or Fn+F8). If this doesn't work, search online for other key combinations. For Mac users, click Displays, System Preferences, Detect Displays.

Ensure You Have Additional Power

Laptop batteries often run out quickly, depending on the programs you are running. Make sure you bring the power supply and a small extension cord.

Manage Your Power

Ensure that your laptop is not set to turn off, standby, or hibernate when it is inactive. You don’t want to have to reboot your computer during a presentation or when reconnecting to a network! Make sure you turn off all settings that can disrupt your meeting. If you don’t know how to do this, ask your IT department for assistance.

In some organizations, it is not possible to turn off hibernation or standby options. If this is the case, make sure that you occasionally move your mouse arrow during the presentation to ensure your computer does not go into one of these modes.

Check Your Resolution

Before starting the presentation, make sure your laptop resolution matches the resolution on the projector. Projectors commonly use 1024 x 768 resolution, however most laptops have a widescreen format that needs to be adjusted to match the projector. To do this with a PC go to Start, Settings, Control Panel, Display, Settings Tab. For a Mac go to: Apple Menu, System Preferences, Displays.

GavCom Media Productions will assist you with all of your audio visual needs. Contact us today at 416.746.5050 or info@gcmp.ca