GavCom Media Productions

Questions to Ask the Venue When Booking Your Event

2012-02-27T07:30:00.000-08:00

There are a number of important questions that you should ask your venue supplier when booking your next event. Here are a few questions to get you started. In next week's article, we will outline some additional questions.

What is included in the room fee?

You should clarify with your venue what is included in your room fee. E.g. are there extra costs related to linens, notepads and pens, water, a function manager, and cleaning costs?

Ask for all of the items to be listed clearly and summarized. Ask the venue if both you (or your representative) and the venue must sign off on the final agreement. Confirm that all verbal and email communications are recorded in this document.

What are the cancellation fees?

Although it’s rare that you may be required to cancel an event, you must prepare for the worst. Understand what the cancellation fees are. Ask if you will be able to postpone your event and if you can, how long you have to re-book.

Is adequate parking available (including accessible parking)?

Find out how many accessible parking spots are available. Ask if the venue has private parking and how many spots are available. Find out if you have exclusive use of the lot or if the spots will be available to other guests. Ask if they have a directional map for guests.

If parking is not available on site, ask where the closest lot is and how much it costs. Ask if a special rate can be provided to your guests.

If the venue is accessible by public transportation, find out where the nearest train or bus stops are.

What is the guest capacity?

The number of guests is often an unknown until closer to the event. Ask the venue manager what the maximum capacity of the room is and the layout options depending on the number of guests. Discuss changing rooms if your guest numbers change.

Ask about catering packages and deadlines

Determine when and where your meals will be served. Will they be served in the room? Is there adequate space? Will the venue provide additional space if there is not adequate space? Confirm all break times and whether or not you would like snacks left over from the break to remain in the room.

You will also want to know when the venue requires the minimum and final guest numbers and whether they can accommodate variations after the cut off date. Can they accommodate last minute requests?

Look for more questions that you need to ask your venue when booking an event next week!

At GavCom Media Productions, we regularly work with venues and can assist you when booking your next event. Please contact us at 416.746.5050 or info@gcmp.ca

Presentation Management

2012-02-21T07:15:00.000-08:00

From start to finish, our presentation management solution ensures that your presentations are stored securely for when you need them.

How it works:

Using a secure website, speakers upload their presentation up to two months in advance of your event. They are able to access their presentation 24/7 from any computer and can view, alter, and resave their presentation even after uploading.
Speakers can upload a number of materials including, but not limited to: PowerPoint presentations, e-posters, abstracts, photos/video files, speaker information documents, and session handouts.
During your event, speakers will be able to visit a dedicated, high-tech speaker ready room where they can review, alter, or practice their presentation. This technology will also allow them to digitally transmit their presentations to the room they are presenting in without the hassle of cords or laptops. The presentation can also be rerouted if needed (due to room changes).

Advantages

Submissions can be organized by a number of different categories including date, room, or time.
Both speakers and your event team can login to the system anytime from anywhere with an Internet connection.
You can customize your login levels to allow participants to view all files or to simply view the files that they have uploaded.
The system records all uploading activity and changes.
We also manage your speaker ready room with professional qualified technicians to facilitate presentation handling and deployment to breakout rooms.

Contact GavCom Media Productions today to learn how we can incorporate presentation management into your next meeting. We can be reached at info@gcmp.ca or 416.746.5050.

Managing Event Success

2012-02-13T06:30:00.001-08:00

Managing event success is just as important as event planning. Every event is faced with unplanned challenges. This can include speaker illness, equipment failure, staff illness or replacement.

It is important after every event that event representatives and the audio visual company (as well as other suppliers) meet after the event (ideally within a week of the event) to discuss any issues that occurred. All issues should be reviewed and an action plan outlining how these situations can be resolved in the future needs to be outlined.

It is also suggested that event planners communicate with all attendees as well. This can be done via an email survey. This will give attendees to confidentially share their thoughts and suggestions to the event planners. Elements of the survey can touch on décor, venue, theme, food, etc.

GavCom Media Productions works with our clients after their event to ensure it was a success and make improvements for the next event. Contact us today to learn how we can produce an outstanding event! We can be reached at 416.746.5050 or info@gcmp.ca.

Planning a Trade Show or a Trade Show Booth?

2012-02-06T07:33:00.000-08:00

Trade show booths need to grab attention quickly. It is estimated that a booth only has seconds to grab an attendee's attention. Capturing, informing, and motivating attendees are the three main goals of any tradeshow. Serving as the first impression, your booth benefits from the addition of audio visual elements including screens, sound systems, and microphones. Audio visual equipment in a booth is an attraction for attendees, not a distraction.

At GavCom Media Productions, our professional and dedicated technicians provide a wide range of event technical services, giving you the convenience of acquiring all of your audio visual needs from one source.

Our event team is available before, during, and after a trade show to help you with your unique needs. We ensure a flawless event from set-up to takedown.

In addition to audio visual equipment, we also work with our extensive network of suppliers to provide you with:

Carpet and drapery
Tables and skirting
Internet services (connections)
Design and planning
Computer rentals

Contact GavCom Media Productions today when planning your next trade show and we will assist you with all of your trade show needs. We can be reached at 416.746.5050 or info@gcmp.ca

Audio Visual Needs for Your Next Press Conference

2012-01-30T08:18:00.000-08:00

Press conferences are a great way to make product, service, or personnel announcements. Often planned last minute, press conferences require a number of essential audio visual elements. At GavCom Media Productions, we can assist you with your next press conference even on short notice.

We can provide you with:

audio pool feed boxes (for media)
press conference lighting
draped back-drops
webcasting
videoconferencing (on or off-site)
video archive online
podium
sign-hanging kits
experienced technicians to manage your event from start to finish

Consider GavCom Media Productions the next time you are planning a press conference. Contact us at 416.746.5050 or info@gcmp.ca today!

Presenter Assistance/Speaker Support

2012-01-23T08:05:00.000-08:00

There are a number of ways in which GavCom Media Productions can provide presenter assistance/speaker support.

Teleprompters

Teleprompters are the most common presenter assistance/speaker support AV tool currently available. Many large events (including the Golden Globes, Academy Awards to name two) use teleprompters to assist the speaker/presenter.

The teleprompter is an excellent addition to any speech. It is a great backup to all speeches and assists the presenter/speaker with the flow of their speech.

Slide Remote

The slide remote gives the presenter/speaker the ability to forward their own PowerPoint slides. This allows the presenter/speaker to go at their own pace and control their own presentation.

Preview Monitor

A preview monitor is an excellent addition to any presentation. A preview monitor gives your presenter the opportunity to view the slide that the audience is viewing (or photo, etc.). This ensures that the presenter is comfortable with what is being shown to the audience and also ensures that they do not look over their shoulder to view the slide (something that happens quite often and is not only a distraction to the presenter, but also the audience).

Making Your Presenter/Speaker Comfortable

Some presenters/speakers are extremely experienced and comfortable with all elements of the event, whereas others are a bit less experienced and may need additional support or audio visual equipment. At GavCom Media Productions, we assist your presenters/speakers to ensure that they are comfortable presenting and can provide rehearsals if necessary. We can also work with your presenters with any last minute additions or changes to their presentation with ease.

We also take the time to ensure that your presenter/speaker is comfortable with the audio visual equipment including microphones, podiums, teleprompters, slide remotes, and preview monitors.

Contact GavCom Media Productions today to learn how we can make your next event outstanding! We can be reached at 416.746.5050 or info@gcmp.ca.

LED Lighting for Your Next Event

2012-01-16T06:53:00.000-08:00

Are you looking for a cost-effective way for maximum impact at your next event? LED lighting continues to be an exciting addition to the audio visual industry.

LED lights save time, money, and reduce energy usage while delivering maximum impact to your event. You can use LED lighting as access lights to backdrops. LEDs are ideal because they provide you with endless colours and colour combinations with only one source. This means that there is less time needed to set up and dismantle the room.

These unique lights give off less heat at the source (compared to traditional stage lighting), further reducing costs related to energy consumption including the need for additional air conditioning.

Contact us today to learn how we can incorporate LED lighting in your next event. We can be reached at info@gcmp.ca or 416.746.5050.

Mobile App for Your Next Event

2012-01-09T06:53:00.000-08:00

The number of smart phone users continues to explode at an incredible rate. There's never been a better time to capitalize on this new technology by creating a mobile app for your next event.

Mobile event apps can help you plan, organize, and manage your next event. Here are some ways in which they can benefit you:

Send attendees marketing messages on a regular basis.
Assist people in their travels. Attendees are often coming to your event from out of town. A mobile app with GPS technology enabled can help them find particulars about the venue, local attractions, and accommodations.
Provide attendees with regular updates including changes to rooms, times, events, etc.
Provide a great feedback option. Attendees can ask questions and raise concerns and your response can be viewed by others.
Allow people to register themselves as well as others and purchase event tickets online.

Consider developing a mobile app for your next event and remember that GavCom Media Productions can provide you with all of your event audio visual needs! Contact us today for more information at info@gcmp.ca or 416.746.5050.

Accessible Event Planning

2011-12-12T06:43:00.000-08:00

The new Accessibility Standard for Customer Service comes into effect across Ontario on January 1, 2012. All businesses with more than one employee are required to establish policies, practices, and procedures on providing goods or services to people with disabilities.

At GavCom Media Productions, we have prepared for this new standard by completing accessibility training and developing an Accessibility Checklist that we use on our events.

All indoor and outdoor sites for special events should be accessible where possible. These services should include, but are not limited to, accessible parking, with accessible routes leading to accessible entrances that have an accessible path to an accessible seating/viewing area.

When examining venues for accessibility we look at physical accommodations including entrances, accessible features such as service counters, restrooms, meeting rooms, and seating.

We can also assist you with communication and sensory accommodations including websites and written material, sensory accommodations (such as amplified sound), and other considerations such as alternative entrances for individuals with disabilities.

Contact us today to learn how we can assist you in providing a fully accessible event! We can be reached at 416.746.5050 or info@gcmp.ca.

Building a Budget for Your Event

2011-12-05T07:40:00.000-08:00

There are a number of elements that you must consider when budgeting for your next event. Here are a few ways that you can keep your budget on track.

Site Rental Costs
While planning the event, meet with the venue representative and track all of the rental fees that are related to the venue including function space, housekeeping, room charges, baggage handling, and related expenses.

Estimate Food and Beverage Costs
Catering costs include all food and beverage charges as well as tips and gratuities that can account for up to 30% of your total food and beverage costs.

Outline Transportation Costs
This can include flights, shuttles, coaches, and event transfers.

Remember the Décor!
Most events include some décor elements such as centerpieces, florals, etc. Remember to include these expenses.

Entertainment and Equipment Fees
This category can include your audiovisual needs as well as honorariums to speakers and entertainment costs (presenters, etc.).

Outline Printing Costs
Although you are most likely printing a lot less than you did five years ago, there are still printing costs in regards to an event. They can include name badges, program booklets, event signage, and banners.

Gifts
You may consider giving all of your attendees a gift. Ensure that you budget for this, because even at just $10 a person, it adds up quickly.

Outside Activities
Are you planning on hosting additional activities? A visit to a local museum or rafting or spa treatments? Make sure you detail these fees in your budget.

Contingency Fund
Depending on the size and complexity of your event, you may want to have a contingency fund category. This can be up to 20% of the total cost of your event. This will allow you to stay within budget and will ensure that if there are unexpected expenses, you are not over budget.

Match Your Budget to Your Actual Expenses
It is important to look at your final expenses compared to your budget at the conclusion of your event. Make sure you include any savings in your actual budget vs. the projected budget.

At GavCom Media Productions, we have experience with both small and large budgets. Give us a call today and we will show you how you can save on your next event! Contact us at info@gcmp.ca or 416.746.5050.

Special Effects for Your Next Event

2011-11-28T07:44:00.000-08:00

Special effects are a great way to add some pizzazz to your next event. Here are a few ideas to get you started.

Gobo

A gobo (meaning go between) is a template that is placed in front of a light to project an object onto a screen, walls, ceiling, or floor. It is a stainless steel or glass etched cutout. Many companies customize their gobo (e.g. company logo) and project the image throughout the room. GavCom Media Productions can create a customized gobo for your next event. There really are no limitations!

Balloon Drop

This special effect involves filling a bag full of inflated balloons that is suspended from the ceiling or truss. The bag is opened at a predetermined time to release all of the balloons. It is often used at concerts, New Year’s Eve celebrations, or closing ceremonies.

Haze Machine

A haze machine is often referred to as a hazer. It creates a subtle, mild mist using a special fluid. Because there is no heater, there is no warm up time.

Fog Machine

A fog machine works similarily to a hazer, however, it produces a much thicker mist with a special fluid that is sent through a heater.

Dry Ice Machine

Creating low lying fog or ground fog, a dry ice machine immerses dry ice (solid carbon dioxide) in hot water or it immerses simple ice cubs in hot fog juice. Dry ice fog machines can also be used to cool the fog produced by other fog machines.

Snow Machine

Perfect for winter wonderland events, snow machines produce either evaporative or non-evaporative snowflakes. Evaporative snow flakes disappear in 30 to 120 seconds. Non-evaporative snowflakes can last for a few days. Snowflakes produced by the snow machine are bio-degradable, non-toxic, and do not leave water stains. Snowflakes size can be adjusted to fit your needs.

Foam Machine

Commonly found in night clubs, foam machines produce a heavy foam that is non-toxic. However, since the foam is water-based, it can easily damage walls, floors, and carpets. A lot of preparation is required to use a foam machine and they should be used with care.

There are a number of ways to add simple special effects elements to your next event. Contact us today to learn more at info@gcmp.ca or 416.746.5050.

Tips for Using a Teleprompter

2011-11-21T07:41:00.000-08:00

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 antidotes. 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!

Short Throw Projectors − The Perfect Solution for Tight Spaces

2011-11-14T07:30:00.000-08:00

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:

Small conference rooms
Classrooms
Tradeshow booths

Contact us today at info@gcmp.ca or 416.746.5050 for more information on how you can incorporate a short throw projector in your office!

Videoconferencing Etiquette

2011-11-07T05:44:00.000-08:00

Videoconferencing is increasingly becoming a common business communication tool. The following article outlines some things to keep in mind when you are taking part in a videoconference.

Test the Equipment

An often overlooked part of any videoconference is testing. Make sure that you test the videoconferencing equipment before your meeting (ideally one hour in advance). You may also want to plan a quick test with each site participating in the conference before it takes place.

Take a look at what you look like in your window. This will ensure that you are visible to all participants. Make sure that you are looking into the camera and not looking either from above or below the camera. If you will not see the self image while the videoconference is taking place, then you will want to adjust it prior to the call.

Make sure you also take time to test the audio levels. You don't want to be adjusting any elements during the actual videoconference if possible. Many participants will be reluctant to comment on a bad video image or audio because they don't want to interrupt the meeting.

Keep Your Attention on the Videoconference

Once you have established eye contact with your audience, make sure you keep your attention on them. Don't look out the window, look at your computer, or multi-task by responding to emails or texts. You need to treat a videoconference just like you would a one-on-one meeting. Everyone wants your attention.

Take Turns Speaking

Just as you shouldn't distract yourself from the videoconference, make sure that you don't have side conversations with anyone else in the room. It is easy to lose your attention and focus it on someone else in the room, however, even though it is a virtual meeting, it is still a meeting and you should be professional.

You also have to keep in mind that the video and audio elements of any videoconferencing unit do not distinguish between primary and secondary noises and images, so all of these will be projected and recorded.

Common Sense Rules

Even though the meeting will be taking place with people located in a number of different locales (perhaps even all over the world), common sense meeting rules still apply. Make sure you are on time. Make sure you pay attention and make sure you bring enough materials for everyone. Videoconfereced meetings may make this more difficult, but not any less important. E.g. if you are distributing hard copy materials prior to the meeting to people located in your office, they should be sent to everyone electronically before the meeting starts. If you cannot do this, make sure the camera captures the image of all of the materials.

Information Pertinent to Certain Locations

There are some things that might need to be discussed prior to the meeting including where washrooms are located, where to find a phone, etc. This information should be distributed locally via a pre-meeting communication prior to the start of the meeting with the local audio muted.

We are currently featuring a cost-effective videoconferencing solution. Click here for more information or contact us today at info@gcmp.ca or 416.746.5050.

Holding a Press Conference

2011-10-31T08:51:00.000-07:00

Press conferences are ideal for launching a new product or service, announcing exciting changes (including new locations, additional employees, etc.), or even when you are announcing a new company direction. They also create buzz with the media, which often leads to business opportunities (free advertising!).

Here are some things that you may want to consider when planning your next press conference:

Venue

Choose a local venue to ensure the greatest turnout.
Make sure that there is plenty of parking or access to transit.
Book a large enough room to accommodate the number of attendees you expect and to ensure that there is enough space for the audiovisual equipment including lighting, stage, screens, projectors, and podiums.
Consider an indoor location (but keep in mind that GavCom Media Productions can assist you with outdoor location needs including tent rental). Weather can change rapidly, particularly in Canada and you don't want a low turnout because of rain, snow, sleet, or cold conditions.

Timing

A press conference should ideally be scheduled during the day. Mid-afternoon is great for media turnout because it helps media outlets meet their end-of-day deadlines. Tuesday – Thursday is the best, it avoids the weekend.
Give as much notice as possible to your invitees to allow them to plan their attendance.

Invitations

Invite people at least one to two weeks in advance (if possible). Follow-up with a call to remind them of the event a few days in advance.

Prepare a Message

Keep your message to one to two speakers.
Make sure your statement is brief and clear (10 – 15 minutes maximum).
Allow for questions from audience members and the press.
Make sure you are clear and concise.
Create a press kit with support materials if possible.

Use Aids

Visual and audio aids are great. If it's a new product, show it. If you have a promotional video, show it.

There are a number of ways in which GavCom Media Productions can help you with your next press conference. We can assist you with the rental of all elements including your audiovisual needs as well as podium, table, chair, and tent rentals. Contact us today at info@gcmp.ca or 416.746.5050 for more information!

What is a PA and When Do I Need One?

2011-10-24T07:49:00.000-07:00

A PA is a public address system, which amplifies any sound source electronically. This source can be a presenter giving a speech to a DJ in a hall. A basic PA consists of speakers, an amplifier and a mixer. The PA that you require depends on the event you are holding.

Here are some things that you need to consider to determine the PA that you require for your event:

• The type of music or presentation

• The space where it is being used

• Portability

• Who will be running the system

• Sound quality

PA systems can include one or more microphones or speakers, a mixer that allows the user to control the volume, tone, and balance of voices and instruments, an amplifier (which is can be built into the mixer or speakers), stands to hold the speakers and microphones at the appropriate height and angles.

Larger PAs are often found at concerts and events and small PAs are often used in small venues like schools and churches. They usually consist of two speakers that are mounted on stands to make them head height.

In the case of a concert, almost all of the sound (from singer to drummer) are put through the PA. All of the channels feed in and are put through the mixer. You will have to check levels and should complete a sound check before the event begins. Microphones can create feedback and is very awkward so you will need to ensure that your speakers are positioned correctly.

PA systems often need an audiovisual technician to operate, so consider hiring a professional when you are using one.

Contact GavCom Media Productions today for your next event at 416.746.5050 or info@gcmp.ca.

Tips for Choosing a Projector for Your Boardroom

2011-10-17T06:45:00.000-07:00

There are a number of things that you must consider when choosing a projector for your boardroom. Here are some tips.

Projector Brightness

Brightness should be the number thing to consider when purchasing your boardroom projector. Many boardrooms feature a lot of natural light and since it's not always practical to keep the curtains or blinds closed, you need a brighter projector.

The brighter the projector, the easier it is to see the projected image, especially in high light environments like a boardroom.

Projector Resolution

As we discussed in a previous article, projector resolution is also very important to consider when purchasing a projector. An XGA resolution is usually the best resolution choice. It is compatible with most laptops and will make it easy to project any image, particularly PowerPoint presentations.

If you feel that you need a higher resolution because you will regularly project high definition content, then you might want to consider a projector with WXGA (720p) resolution. This is only really necessary if you know that a good striking impression is important.

Projector Inputs

Most presentations involve projecting a PowerPoint presentation, spreadsheet or word processing document. Ensure that your projector can connect with your computer with the correct inputs. When selecting a projector, look for a VGA (Video Graphics Array) input, since it is found on most laptops.

Portability

Will you be travelling with your projector or will it be moving from room to room? If so, you may want to consider a small, portable boardroom projector. Projectors start at just three pounds these days, so you may want to consider a small model that can easily be moved by any member of your staff or shuffled onto an airplane or put in a trunk.

Portable Projector Screens

You may also want to consider a portable screen if you are considering a portable projector. They can be moved easily and when used in conjunction with a portable projector, your portable projector screen will guarantee a great image every time.

For more information about boardroom audiovisual solutions, please contact us at 416.746.5050 or info@gcmp.ca. We can assist you with boardroom solutions both big and small. And for the month of October, we are also offering cost-effective boardroom solutions. CLICK HERE for more information!

Installed Projection Screens

2011-10-11T08:03:00.000-07:00

Permanently installed projection screens are ideal for boardrooms, colleges, hotel conference rooms, and auditoriums where there are a number of meetings taking place on a regular basis. You may choose to mount a manual screen or motorized projection screen.

Advantages of Permanently Mounting a Projection Screen

A mounted projection screen can really modernize your presentation. It provides your boardroom with a clean look and eliminates the need of moving a screen from storage areas. Available in black and white to match your décor, mounted projection screens are available in a wide variety of sizes and can provide 180 degree viewing.

Most projection screens can be wall or ceiling mounted.

Motorized Projection Screens

Convenient to use, motorized projection screens can be operated via a remote control or wall switch. Smooth and quiet, they provide you with a high-quality viewing surface and make the most out of your presentations.

A motorized projection screen provides a very clean look since power connections are often found at the back or the top of the unit and are hidden.

Keep in mind if you are thinking of installing a motorized projection screen that you will require a power source at the exact placement of the screen. Most screens provide you with an up, down, and stop switch and very simple to use.

Whether you are looking at installing a manual or motorized projection screen, GavCom Media Productions can help you. Contact us today at 416.746.5050 or info@gcmp.ca with your needs today!

Audience Seating Arrangements

2011-10-03T06:50:00.000-07:00

Many meetings are conducted classroom style, with the audience sitting in rows in front of the stage and screen. You may know your audience and room size, but do you know where the seats should be or how large of a screen is needed?

The 2 by 6 Rule

If you use the simple 2 by 6 rule when planning your event, you can't go wrong! This rule specifies the distance from the screen to the first row and last row seating.

The first row should be twice as far as the width of the screen. The last row should be 6 times as far. Assuming you know the audience and room size beforehand, you should start your calculations with the most distant viewer. This person is the farthest away from the screen and is usually considered to be the person who is in the far back corner of the room.

The following table will assist you when calculating the most distant viewer:

Distance from Screen	Screen Size
	Height x Width	Diagonal
Less than 24'	3' x 4'	60"
24' to 32'	4' x 5'	80"
32' to 36'	4 ½' x 6'	90"
36' x 40'	5' x 7'	100"
40' x 48'	6' x 8'	120"
48' x 60'	7 ½' x 10'	150"
60' x 72'	9' x 12'	180"
72' x 84'	10 ½' x 14'	210"
84' x 96'	12' x 16'	240"
96' x 120'	15' x 20'	300"

Let's show how we apply the 2 by 6 rule with an example. If you use a 4' x 5' screen, simply place the first row 8' away (2 x 4) and the width of each row should be no more than the distance from that row on the screen. And, the last row should be 30' away from the screen (6 x 5). All of the rows should be centered on the screen and the width of each row should be no more than the distance from that row to the screen.

Ideally, the screen should be 36” – 48” off the ground for audiences seated in rows. Table top screens are only effective for small audiences.

Other Food for Thought

There are a few other things that you should keep in mind when setting up your room. Find out the ceiling height. Depending on the size of your screen, you may need a high ceiling and don't want to be surprised on the day of your event. You should also identify all viewing obstacles including chandeliers as well as pillars. And don't forget to inform your AV company of any obstacles!

Contact GavCom Media Productions today for your next event. We will help you with seating arrangements and other AV elements for your special day. We can be reached at 416.746.5050 or info@gcmp.ca!

What is Aspect Ratio?

2011-09-26T08:47:00.000-07:00

You may be asking yourself what is aspect ratio and why does it matter? The aspect ratio of an image is defined as x:y, x being defined as height and y defined as width. The two numbers are always separated by a colon.

Common aspect ratios are 4:3 and 16:9. If we look at a 4:3 aspect ratio as an example, it could be referred to as 4 inches by 3 inches. For every four inches wide the screen (or image) is, the screen (or image) is 3 inches wide.

It is important to keep in mind that it isn't the measurement that is as important, it's the ratio.

Aspect Ratios and Their Uses

4:3 – is a standard for TVs as well as images with VGA, SVGA, XGA, or UXGA resolution. If the image is widescreen, it will appear cropped in this ratio.

5:4 – images with SXGA resolution. Widescreen images appear cropped.

16:9 – best for widescreen, 1/3 wider than standard displays. This is the format for HDTV video and some SDTV video.

Make sure that you select a projector that matches the aspect ratio of the primary source you are using. There are times when you may need to display an image of different aspect ratio, e.g. if you are projecting a presentation from a SVGA laptop using a widescreen projector, the projected image will not always fill the screen. See the examples below…

If the screen aspect is 4:3 and your image is 16:9, the image width will fill the screen, but there will be black bars along the top and bottom.
If you are projecting a standard image with a widescreen projector:

Screen is 16:9
Image is 4:3

The image height will fill the screen, however, black bars will be along the left and the right.

Discuss your needs with your audiovisual provider in order to ensure that your image is displayed correctly.

Contact GavCom Media Productions for more information about aspect ratios and how you can display widescreen images at your next event. We can be reached at 416.746.5050 or info@gcmp.ca.

Do You Need an Audiovisual Consultant?

2011-09-19T07:31:00.000-07:00

GavCom Media Productions provides audiovisual consultation services. Read the following article to learn more about how we can help you when you are looking at installing an audiovisual system in your space.

Professional Consultants

It is often a challenge to determine your audiovisual requirements by yourself. This is where we can help you save time and eliminate frustrations. As both consultants and professional dealers in name brand audiovisual equipment, we can help you with your audiovisual installation including project development and management.

There are a number of elements that you need to consider when planning an audiovisual installation including space availability, room acoustics, and audiovisual project objectives (what will the equipment be used for). At GavCom Media Productions, we will help you with the creation of a unique design plan. This plan will incorporate all elements including necessary lighting, finishes, and ergonomics, all contributing to the overall room.

Project Implementation

Our team of qualified consultants will help you with a number of elements including determining budgets and making decisions on the audiovisual equipment you need based on your unique requirements. We can conduct surveys or interviews to determine your audiovisual needs and provide you with a written report outlining recommendations including system and concept design.

We can also assist you with the actual installation including, but not limited to concealed wiring, wall-mounted displays, retractable projection screens, ceiling or wall mounted speakers or projection systems.

Request for Proposal (RFP) Creation and Evaluation

The request for proposal (RFP) creation and evaluation steps can often be extremely overwhelming. Here's where we can help. We can assist you in the preparation of tenders, evaluate tenders, and even provide project management. This will result in more accurate and complete RFP submissions which leads to more efficient use of your time and limited resources leading to better deployment of technical options and forward-looking integration.

Call in an expert to help you with determining your next audiovisual install. Contact us today at 416.746.5050 or info@gcmp.ca for more information on how we can assist you!

All of Your Audio Visual Needs at the Flick of a Switch!

2011-09-12T06:56:00.000-07:00

An integrated solution from GavCom Media Productions ensures that all of your audio visual needs are available at the flick of a switch! Combining maximum functionality with ease of use, our systems integrate our extensive line of multi-media technology to suit your unique needs.

Enabling you to access, present, and exchange information quickly and easily, GavCom Media Productions’ all-in-one solutions can bring your audio, video, lighting, and IT needs all under one roof. Our team of highly skilled, experienced technicians will design a system for you that is easy to use, even for non-technical personnel.

Ideal for boardrooms, classrooms, banquet rooms, reception areas, meeting rooms, or business centres, our solutions meet your current needs and allow you to adapt to future technology.

We install a wide variety of audio visual equipment including, but not limited to:

• Cameras

• Screens

• LCD/Plasma monitors

• Videoconferencing and webcasting systems

• Widescreen video and data projection systems

• Control room equipment

• Recorders and players

• Broadcast systems

• Specialized lighting

• Sound systems

• Cables, connectors

• Cameras

• Digital signage

• Racks and rackmounting systems

Visit the Promotions link at gcmp.ca today to learn about our September installation specials! For more information, contact us today at 416.746.5050 or info@gcmp.ca

Consider the Electrical Needs for Your Next Event

2011-09-06T06:48:00.000-07:00

Have you ever experienced a power outage at your event? Lighting, audio, and other audiovisual equipment uses a lot of power. Make sure you have sufficient power at your next event.

Event Locations Often Don't Have Enough Power

You should never assume that the venue where your event is taking place has enough readily available power. Even newer venues may not have enough power. The outlets that are visible in the room are often not the only indicator of sufficient power. Keep in mind that there is often no correlation between the outlets and the number of circuits they represent. Ask the venue ahead of time what their electrical capabilities are.

Order Power Needs Ahead of Time

To ensure that you have the power you require for your event, make sure you order your power ahead of time. GavCom Media Productions can notify you of your power needs and assist you in ordering additional power from your venue. Some venues have specific suppliers and regulations in regards to power requirements.

We will gladly supply you with any power requirements and information required to order power. You need to consider your power in advance. No one wants to have their event end unexpectedly or suddenly due to someone plugging a toaster in another room!

Using Facebook as an Online Marketing Tool for Your Next Event

2011-08-29T07:07:00.000-07:00

Facebook really kick-started the social media marketing trend. Like Twitter, it is a valuable tool in promoting your event and sharing information with attendees, speakers, and planners.

Here are a few ways to utilize Facebook when advertising your next event.

Create a Fan Page

Most businesses and organizations looking to advertise using Facebook create a page, known as a fan page. This fan Page allows you to invite people to join your group. It enables you to build relationships with potential clients while effectively interacting with current clients. You can share information on your page including basic conference information (time, place, etc.), hotel accommodation, speaker information, or content information.

Invite Everyone

Invite all of your email subscribers to join your new Facebook fan page. Simply create a short message that introduces your page and you will see a dramatic increase in your Facebook presence!

Create a Like Box Widget

A Like Box widget can be added to your blog or website that informs users that you currently have a Facebook page and it's an easy way for them to like your page!

Use Facebook Events

Promoting an in person or online event is simple with Facebook Events. This tool is extremely interactive encouraging participation with your audience. Users can see who has RSVPed to your event and fans can post photos, videos, and links related to your event. Participants can also leave comments on your page that are then ‘pushed’ out to friends’ pages. As you can see, Facebook is an excellent online tool for promoting your event. Open an event page today!

Using Twitter to Promote Your Next Event

2011-08-22T10:39:00.000-07:00

Twitter is a fast-moving and free way to promote your next event. An extremely effective tool, Twitter can help you reach a large number of people instantly. Here are some tips on using Twitter as a promotional tool.

Create a Hashtag

A hashtag will allow you Twitter users to quickly search for your event and to connect with other attendees and participants.

When creating a hashtag, pick something that fits with your event name. Make sure you do a search to ensure that no one else has already used that name. If they have, simply create a variation that you can use.

Claim the hashtag right away by sending out a tweet. Your tweet should link to your event website or other online information.

Make sure that your audience knows about the hashtag. Advertise it on your website and Twitter on a regular basis.

TweetChat.com

A Twitter tool, TweetChat.com allows you to interact in real time with event participants. You can ignore all other Twitter chatter at the time and concentrate on your event. It can be used during the event by incorporating live tweeting which encourages ongoing conversation.

Create a Tweet Schedule or Plan

A Tweet schedule or plan will allow you to plan out your tweets in advance. Activity will be consistent (e.g. once a day, twice a day, etc.) and you can keep your messages on track. Identify your target audience, determine the number of tweets you want to pre-plan daily, your tweet topics, and set up some days that you can do real time tweeting.

Promote Your Next Meeting with Social Media

2011-08-15T07:19:00.000-07:00

Social media is increasingly becoming the promotional choice for meeting planners. It is inexpensive, environmentally friendly, and can reach a worldwide audience.

In the next few weeks, we will be providing you information on how you can use popular social media sites including Facebook, Twitter, blogs, and YouTube to promote your next event. Determine which social media your attendees, potential sponsors, presenters, and partners are using so you can target your marketing plan effectively.

Social media can be used to recruit speakers, invite topic suggestions, or make announcements.

Here is an outline of some of the popular social media sites that meeting planners are using to promote their upcoming events.

Twitter

Twitter has become a very popular way to promote meetings, however there are some things that you must keep in mind. In order to capture and retain attention, you must create engaging tweets. Tweets should be as short as possible, in order to enable people or organizations to retweet.

Blog

Blogs are great for all stages from planning to welcoming sponsors, adding speaker for help, spreading news, and most importantly, as a search engine optimization tool. You can link your blog to your website or Facebook page.

Facebook

Facebook is one of the most popular social media outlets with over 500 million active users. The average user has 130 friends, and 50% log on every day. Consider setting up an exclusive Facebook page for your meeting!

YouTube

YouTube is an excellent way to promote your event with videos. Users can forward the videos to friends and colleagues as well as posting them to their own blog, website, or even bookmark a video. It can easily go viral if one person sends it to two or more friends.

Next week, we will show you how you can utilize Twitter to promote your event.

Most Popular Corporate Events

2011-08-08T08:03:00.000-07:00

In the following article, we outline the top five popular corporate events and what their purpose is. Outlining the objectives of your event ahead of time, will help you determine the appropriate event style for your next event.

Seminar/Conference

The purpose of a seminar or conference is to provide the audience with relevant information that usually assists them in performing their job duties, or increase their sales.

A seminar is usually shorter, sometimes just a couple of hours or a half or whole day.

A conference generally consists of multiple sessions that are held concurrently at hotels/event facilities and usually begin with a keynote session. The keynote session is usually followed with breakout sessions that feature specific topics (go into additional details).

Trade Show

The purpose of a trade show is lead generation. It basically reinforces your image to attendees, members, customers, prospects, and suppliers.

Executive Retreat and Incentive Program

Executive retreats/incentive programs are very costly per attendee. They are usually hosted at luxury resorts or exclusive destinations and are designed to reward employees for their hard work.

Entertainment Event

When you think of an entertainment event a golf tournament may come to mind. These tournaments are a good reward for high achieving employees and can also be an effective fundraising event. When planning for a golf tournament, reserve spots in the early morning and then host a lunch afterwards (lunch is much less expensive compared to dinner).

Appreciation Events

Appreciation events allow you to spend time with employees in a non-traditional environment. An awards dinner or appreciation lunch c an give you the opportunity to build rapport with your employees and learn more about them and their unique needs.

GavCom Media Productions can provide you with audiovisual support for any of the above events. Ask us how we can help you design and execute an event to meet your unique needs.

All of Your Audio Visual Needs at the Flick of a Switch!

2011-08-02T07:21:00.000-07:00

Ideal for boardrooms, classrooms, banquet rooms, reception areas, meeting rooms, or business centres, our solutions meet your current needs and allow you to adapt to future technology.

We install a wide variety of audio visual equipment including, but not limited to:

• Cameras

• Screens

• LCD/Plasma monitors

• Videoconferencing and webcasting systems

• Widescreen video and data projection systems

• Control room equipment

• Recorders and players

• Broadcast systems

• Specialized lighting

• Sound systems

• Cables, connectors

• Cameras

• Digital signage

• Racks and rackmounting systems

Dedicated Account Representative

Right from the start, your account is handled by a dedicated account manager who has a vast level of audio visual production experience and knowledge. The account manager is your contact throughout the installation process. Managing your expectations and budget, providing status updates, and analyzing your unique power and space requirements is what our account managers do best. Independent consultants, our account managers offer a wide range of products and brands and are not tied to one brand name, giving you a budget friendly and effective solution.

Each account manager has a number of unique responsibilities as your representative. They complete a number of unique tasks including a workback schedule, labour and equipment estimates, equipment tracking, freight management, and information management (requests and changes). They will keep you updated as your project progresses.

All you need to do is provide us with a quick briefing of your project, what functionalities you would like, what your budget is, layout of the room, and let us know if there are individuals we should be working with, e.g. other contractors, architects, project managers, etc.

An Installation With Little Interruption

We understand that your business has little time for down time or disruption. As a result, we will ensure that our systems are installed with as little interruption to your day-to-day activities as possible. Our fully insured technicians will provide you with a system that is neat and tidy and built to suit your needs.

Building and testing your system before it arrives on site is also extremely important in order to avoid installation delays. We will build and test your system at our warehouse before it is sent to your location. This reduces unneeded disruptions at your end and allows us to configure the system before it is installed.

Becoming Familiar With Your Equipment

Audio visual technology can be intimidating and challenging to learn on your own. Here’s where we help. After installation, you will receive on site training, ensuring that you are familiar with all of the features and benefits of your integrated system.

During the training session, you have the opportunity to become familiar with your system and its unique features. We also take this time to address any concerns you may have regarding equipment operation.

Service Plans Available

Our commitment to you does not end after installation. All of our installed components are guaranteed for a minimum of 12 months (including installation) at no cost to you.

We also offer on-site assistance, emergency service response, phone-in service as well as preventative maintenance, and training. Ask us for how our extensive service plans will help you ensure there is no downtime.

On time and on budget, GavCom Media Productions’ integrated audio visual solutions provide with you peace of mind. From initial consultation to after sale service, we guarantee that your system is running in no time. We also provide formal and on-site service training as well as extended warranty programs to make sure you are covered for any unexpected events.

Using a Lavalier Mic

2011-07-18T07:38:00.000-07:00

A lavalier mic (also known as a ‘lav’ mic) is a clip on microphone that allows presenters to move around a room with ease. It is a small microphone that clips onto your clothes and usually has its own power source (battery pack). The battery pack is usually clipped onto your belt. There are no worries about carrying around a microphone or tripping hazards from cords. They are also ideal for sit-down interviews because they block out ambient noise.

Lavs are omni-directional, meaning that where they are pointing is irrelevant.

Lavs are a very popular choice for many presenters. Here are some tips when incorporating them in your next event:

The microphone will be placed approximately 10 cm below your chin.
Your audiovisual technician is able to control your microphone volume, so don’t worry about the volume settings.
Work with your audiovisual technician to determine the placement of your microphone.
Avoid wearing elaborate sweaters, shirts, etc. Added material will just get in the way and can obstruct the microphone.

GavCom Media Productions can provide you with lav mics and other supporting audio visual equipment for your next event. Contact us today for more information!

Choosing the Right Stage for Your Event

2011-07-11T05:50:00.000-07:00

The Right Stage

The right stage really sets the mood for your event. A professional event stage will help you showcase your talent, presenters, or other headliners.

There are a few things that you need to determine before you choose what stage is right for you. How large do you want the stage to look? How much stage do you need?

For DJ performances, presentations, and demonstrations, you may decide that you would like your stage to ‘look’ large, but not be large. If this is the case, you can choose a structure that is very large in appearance, with plenty of space for banners, graphics, and screens. You can also choose to make the stage very wide (left to right), but not very deep (from front to back).

Enhancing the Stage’s Appearance

There are number of elements that you can add to your stage to enhance its overall appearance. These elements include sound, lighting, video projection, rigging, décor and drapery equipment. We will put together a package for you that not only suits your event objectives, but also meets your timelines and budget.

Accessibility Concerns

Keep in mind that no matter what stage you choose, you should keep accessibility concerns in mind. You may require ramps, while ensuring that your event staging is supported with legs and braces that may be needed to accommodate the weight of your guests.

Safety First

Ensure that you’re a/v supplier is fully versed and experienced with stage set-up. There are a number of safety concerns, which must be taken into account when setting up a stage. An improperly supported stage can collapse under the weight of what it is holding.

Where your put your stage is extremely important as well. Outdoor locations require additional safety elements and need to be able to withstand the elements.

Plus, you have to remember that stages are often awkward and very heavy to maneuver. Hiring an experienced event stage provider like GavCom Media Productions can ensure that your stage is quickly set up and taken down, while ensuring it meets strict health and safety requirements.

GavCom Media Productions' technicians are extremely versed in stage set up and take down and can help you determine the stage that would best suit your needs for your event. Give us a call today to learn more about your options!

Choosing a Green Venue

2011-07-04T07:57:00.000-07:00

More and more consumers are trying to live a green lifestyle these days. When planning an event, the company you are representing may ask you if the suggested venue is green. Here are a few ways to evaluate your venue and determine if it really is green.

LEED Certification

Leadership in Energy and Environmental Design (LEED) is an internationally recognized policy that provides third-party vertification that a building is designed and built to green standards. These standards include energy savings, water efficiency, CO2 emission reduction, enhanced indoor air quality, and stewardship of both resources and impact senstitivity.

It should be noted that this is an American initative, so it may not be available in Canadian venues.

Reuse, Reduce, and Recycle

Does the venue follow the three R’s (reuse, reduce, and recycle)?
How are batteries, print cartridges, printer toner, and solvents disposed of? If they aren’t disposed of carefully and properly, they can damage the enviroment.
Does the facility provide recycling stations throughout for paper, glass, and aluminum? And if it does, where are they located?
Does the facility provide attendees with reusable tableware? If not, does it purchase products made of recycled materials?
Do they use suppliers that use manufacturing electricity from renewable energy sources?

Energy Consumption

There are a number of ways that a venue can conserve energy.

Does the venue minimize energy when possible by reducing lighting, power, and heating/air conditioning during move in and move out times?
What types of bulbs are used in their lights?
Do they activate an energy reduction plan during heavy energy usage periods?
Do they use alternative energy sources such as wind or solar?
Are room temperatures constantly monitored to prevent unnecessary use?

Food and Beverage

Does the venue provide glasses and water jugs or a water purification system where people can fill their water glass? Bottled water produces a lot of waste.
Where does their produce come from? Many venues are practicing the 100-mile rule, where food does not come from farther than a 100-mile radius, reducing carbon emissions.
Does the venue grow organic herbs or vegetables? Many venues have a rooftop garden allowing them to ensure freshness.

Bathroom Facilities and Cleaning Products

Does the venue conserve resources by providing paper bathroom products with a minimum 35% post-consumer recycled content paper?
Do they minimize the exposure to toxic cleaning products by using only environmentally responsible ones for carpets, floors, kitchens, and bathrooms?
Do they have high-efficiency hand dryers to reduce paper waste products?
Do they have low-flow sinks, toilets, and showers?

Site Inspection

A site inspection is the best way to ensure that the venue you are considering is actually green. Take the opportunity to ask them about their green policies and ask if you can have a copy of their Environmental Policy.

Remember, GavCom Media Productions uses Energy Star qualified products whenever possible. If you have any questions about the energy consumption of our equipment, please ask us and we will be happy to provide you with additional information.

Attracting Press to Your Next Event

2011-06-27T07:42:00.000-07:00

Attracting the media to your next event can be quite simple. Media coverage extends your meeting’s message beyond just attendees to the general population. The following article outlines how you can attract press to your next event.

Send a Media Advisory

A media advisory is a one page announcement that alerts the media to your event. It invites them to attend your event and cover the story. Outline the key elements of your event, e.g. who will be attending, where it will be, how long the event is, etc.

Do your research! Visit the websites of your local news outlets to determine the journalists responsible for writing articles with the same subject matter as your event. This will help you develop a targeted list. Send the media advisory to your list, people who would be interested in your event, including local journalists (newspaper, website, radio stations, etc.). Local and even regional newspapers are often looking for ideas for stories, so sending them a media advisory will get your message out.

Make sure you include a ‘hook’ in your media advisory if you have one. E.g. if you are a non-profit organization, you may be able to include a testimonial from someone who has benefited from your services.

Write an Article

Consider writing your own article about the event. Time crunched newspapers will often repeat a well written article verbatim.

Other Things To Think About Regarding Your Event

There are a number of other things that you can consider regarding your event in order to attract the media.

Timing – you want to make sure that the event is held at a time when the media can attend. During the day is the best.

Attendees – consider inviting local dignitaries or celebrities. This has more meaning for the general public and will make your event more newsworthy.

Visuals – think about the visuals that you can add to your event. E.g. if it’s a grand opening, then you might want to have a ribbon cutting or unfurl a large banner, which is visually appealing for photos.

If you are hoping to attract media attention to your event, make sure you consider them when planning you’re a/v needs. You may need a press feed box, microphones, visuals, or lighting. Just one call to GavCom Media Productions will ensure that you have all of your event needs covered!

Capturing Your Meeting On Videotape

2011-06-20T07:36:00.000-07:00

There are a number of reasons why you may want to record a meeting. Business meetings may be recorded to review issues and comments that were made in the meeting. The recorded files can also be transferred to your Intranet or Internet to share with others.

Here are some things you need to consider when you are recording a meeting.

Where Will It Be Used?

Will the meeting be archived? Will you require post-production work (including editing)? Will you be posting it on your website? You will have to determine the video’s use in order to decide the quality you require.

Make Sure You Have Permission

It’s a good idea to ask all of your presenters if you can use their material. You may require written permission if you are posting it on your website or plan on producing copies for distribution.

Audio Requirements

The audio portion of your presentation is the most important part. If no one can hear or understand the presenter, then there is no point in taping it! The first step in producing a great recording is determining your audio needs. Will your presenters be using a podium? If so, a podium and a podium microphone may suffice. Will they be moving around the room (or stage)? If so, then you will want to consider a lavalier (wireless) microphone, which will allow them to move around with ease.

Consider having at least two audio sources as well. This ensures that if one fails, you have a backup.

Question and Answer Periods

Capturing the audio from question and answer periods can often be difficult. To solve this problem, ensure that you microphones stationed around the room. In small rooms, one microphone located at the rear or middle of the room is sufficient. In larger rooms (with more attendees) you will want to consider two or more microphones.

Cameras

The number of cameras you require for your event will depend on the number of attendees and the room size. Many meetings use at least two cameras allowing for switching between the cameras. Cameras are generally placed at the rear of the room on the opposite side of the presenters. If you have PowerPoint slides, we like to be opposite to the screen to enable a great view.

A riser platform for the camera and the camera operator is ideal because it will ensure that camera shot is above the heads of audience members. It is also important to ensure that there is enough electricity at the rear of the room.

Lighting

Inappropriate lighting can make a presenter disappear in the background. Additional lighting including backlighting, spotlights, and overhead lights are often necessary to ensure that your visuals are clear.

PowerPoint Slides and Other Images

You can combine the PowerPoint information with the visuals, or you can have two cameras (one aimed at the presenter, the other at the slides), it’s entirely up to you.

Contact GavCom Media Productions today to learn how we can effectively capture your event!

Creating an Event Website

2011-06-13T07:01:00.000-07:00

Image courtesy of officeclipart.com

Virtually all of your event attendees will have access to the Internet and will use it to as their main research tool when deciding what events to attend and to obtain important event information. An event website is an essential marketing communications tool. Don’t know where to start? Consider the following when creating your event based website.

Event Information

One of the main purposes of your event website is to include basic information about your event. This information can be for the general public, sponsors, potential sponsors, potential attendees, registrants, etc.

Information should include registration cost, event location, accommodation information if applicable, schedule of events, and how to register. Speakers, dinner menus, and other activities can also be included.

Optimize Your Content

Make sure your copy is clear, up-to-date, and include as much information as possible, including virtual tours, images, video clips and promotional tools.

Use short paragraphs, highlight keywords, descriptions, and use effective headings.

Try to rewrite speaker biographies as well to make them more dynamic and relevant to your event. Google recently cracked down on sites that weren’t providing unique copy, so you definitely want your copy to stand out above the crowd.

Registration and Payment

There are a variety of services that will help you make online registration as well as payment to your attendees. It is convenient and time saving for both you and the registrants. But remember to remind registrants that their information will be private and confidential.

Create a dynamic and inviting event website and help your event stand out before it even happens!

Reduce Your Travel Expenses with a Videocasting System!

2011-06-06T06:33:00.000-07:00

Connecting with clients, suppliers, and employees is now simple with a videoconferencing system from GavCom Media Productions. This interactive technology can allow two or more locations to communicate simultaneously via a two-way video and audio transmission.

How It Works

Videoconferencing is interactive audio visual meeting software and hardware that uses high speed IP network or phone lines to connect you with people from around the world. It employs a “CO-DEC” which compresses the audio and visual signal into digital data and then decompresses at remote sites.

Videocasts can be used for:

Investor sales presentations (including Annual General Meetings)
E-learning (online learning)
CEO Chat Sessions (Town Halls)
Sales and marketing meetings
Program and procedure updates
Training and development
Product launches
Product demonstrations
Advisory meetings
Earning announcements
Analyst meetings
Research meetings
Recruitment
Q&As
Public Relations

Advantages of a Videoconferencing System from

GavCom Media Productions

Upgrading – videoconferencing technology is ever evolving. Our systems are flexible and allow you to easily update when the latest software or technology is introduced.
Point-to-Point or Multi-point systems – our systems can be either point-to-point (communication between two offices) or multi-point (communication between more than two offices). This allows you to choose the option that’s right for you.
Incorporate dynamic content – play videos or display PowerPoint presentations with ease with our videoconferencing solutions. This feature allows you to share dynamic content to inform others and keep them interested in your presentation.
Latest technology – there’s no need to compromise your video quality with our full HD video streams.
See everyone – now you can see every detail and each person with our camera that has optical zoom and wide angle capabilities.
Hear everyone – our microphones use technology that puts focus on the person speaking and isolates background noise.
Reach – the number of attendees reached during a videoconference meeting is limitless. You can reach customers or staff worldwide.
Time and cost effective – videoconferences eliminate the need for staff or customers to travel to your office, which wastes time and costs money in travel.
Environmentally responsible — eliminating the need for travel, videocasting reduces emissions and as a result, reduces your carbon footprint!

At GavCom Media Productions, we meet with you to determine your unique videoconferencing needs. We will utilize a checklist to determine what you need and most importantly, what you want in your system.

Contact GavCom Media Productions today to discover how you can make videocasting an integral part of your marketing communications strategy!

Reward Your Employees with an Appreciation Event

2011-05-30T06:57:00.000-07:00

Image from Officeclipart.com

Engaged employees feel more valued. Consider rewarding your employees with an appreciation event, which is an effective way to thank your staff for their hard work and dedication over the year.

Here are a few tips to get your started.

Start Planning

Create a committee of company representatives with a wide range of skills. This can include people from the human resources, marketing, communications, and event departments.

Determine your objectives for your employee appreciation event. Plan with the employee in mind, not necessarily what the CEO or the committee members like to do in their spare time. Setting a date and time, while developing a list of prospective attendees, is your first planning step.

The second step is determining an event location. Something that is local is usually a good bet in order to keep costs down, while still enabling you to effectively award your employees.

Set a Theme

Setting an event theme will help you plan decorations, awards, and entertainment. If you plan on inviting children and other family members, ensure that the theme is family friendly. Coordinate all other elements including directions, props, and special vendors with the theme.

Hire Staff

Hire your audiovisual company early in the planning stages. They can assist you with décor (including backdrops) as well as other dynamic elements for your evening. GavCom Media Productions has a wide range of experience with employee appreciation meetings!

Ask Your Venue

Your venue will also have a trained staff that can help you and guide you along the way. They can often provide additional accessories such as centerpieces and decorations. They can also help you develop a menu for the special occasion, one that is appropriate for the audience while staying within your budget.

Plan Activities

If you are planning a day full of activities, remember to appeal to a wide range of taste, especially if children are included.

Accessibility Concerns

Make sure that all of your attendees can enjoy the event. This involves checking that access to all the activities is appropriate for the audience (ramps, door access, parking, etc.). You should also take first aid into account. Are staff members trained in proper first aid techniques? Are first aid stations available (especially important for outdoor events where attendees can be stung by insects)?

Notify your insurance company that you are hosting an event either on or offsite to ensure that additional coverage is not required.

Alcohol

As the host, you are responsible for taking precautions to prevent a tragedy due to alcohol. If you are serving alcohol at your event ensure that attendees have a ride home, e.g. taxis, buses, etc. You may also want to consider designating committee members as drivers if they are willing or offering attendees overnight accommodation (as appropriate).

You can also consider having a short cocktail hour, provide plenty of food, and have professional bartenders who are not afraid of ‘cutting off’ people they feel have had too much to drink. Self-serve water, pop, and ice stations also allow people to refresh their drinks without adding more alcohol.

Some events now limit the bar to beer and wine to reduce costs and limit consumption. Others offer guests drink tickets. Decide what is best for your event and go with it.

Gifts

To show your appreciation consider giving your employees a gift. Perhaps this is an award that they can take with them along with a small token of appreciation. What is the most appreciated gift? Cash. It allows employees to spend on themselves, pay down debt, give to loved ones, etc.

Plan an employee appreciation event today to show your most valued workers how much they are valued!

Selecting an LCD Projector for Your Event

2011-05-24T07:30:00.000-07:00

There are a number of things that you should consider when selecting a LCD projector for your next event. Here are five handy tips that will help you when you are planning your event.

Room Size

The size of your room definitely dictates the size and number of screens that you would require for your event. This is the first step in determining how many LCD projectors you need.

Ambient Light/Light Controls

Light from windows, skylights, and doors can greatly impact your audience’s view of the screen. Cut out the ambient light where possible, e.g. with curtains or black out windows and doors with paper.

You should also determine if there are adequate light controls in the room. E.g. can you turn off all lights in the room with a switch, or at least control ones at the front of the room.

Projector Brightness

The brightness of a projector is defined by the number of lumens it has. The greater the number of lumens, the brighter the projector. Projectors with a high number of lumens should be used for bright or large rooms. And the general rule is the larger the screen, the greater number of lumens. E.g. if you have a 7 ½ x 10 foot screen, you would want a projector with a minimum 4500 lumens.

Projector Functionality

It is important to discuss with your audiovisual company what you will be displaying on the screen. Will you be showing videos, PowerPoint presentations, or a live camera feed? This determines the resolution that you require as well as the correct projector functionality that would be required.

And remember, if you have any questions, please feel free to contact us at any time! We’d be happy to guide you through your next event.

Contingency Planning for Your Event

2011-05-16T04:48:00.000-07:00

There are a number of things that can impact your event that are out of your control. These events can include natural disasters (hurricanes and earthquakes) as well as outbreaks (Avian Flu) or technology situations (power outages). Are you prepared for all problems that can arise? Creating a contingency plan is an excellent way to prepare for the unexpected.

Creating a Plan

Developing the plan is the first step in preparing for problems. All of the previous described problems can seriously impact your event. Human-caused problems (speaker a no-show) can also cause stress and difficulties.

Risks specific to your destination, venue, attendees, and program must also be accounted for. Reponses to the problems must be considered as well as the responsibilities of the staff members, facility staff, hired security, and how the media will be managed (in the case of media involvement).

Developing a comprehensive plan that can be reviewed annually and specific to your event as needed is ideal.

Ways to Reduce Risk

There are a number of ways in which you can reduce risk. The first step is a site inspection. At the site, you should ask the venue about their emergency plan. The plan should include a number of elements including evacuation plans, staff training, and the type of emergency equipment that is available.

You will also want to ask what employees have CPR/First Aid training and who they are. Also make sure that you avoid common allergens, such as nuts in your food, and if this isn’t possible, make sure that they are labeled appropriately.

Documentation

Ensure all contracts with venues, speakers, and performers include Force majeure clauses, that identifies what will happen if a situation arises that is beyond the control of either party. This can include strikes, wars, threats or acts of terrorism, weather, travel advisories or disease outbreaks. You will also want to include a clause that covers anything no specifically listed.

Insurance

Commercial general liability insurance is an essential for any event. However, it is important that you have the appropriate coverage. E.g. if you are holding your event offsite, ensure that you are covered. Identify any exclusions to your policy which can include physical activities or alcohol use. Although it may not be affordable to pay for event cancellation insurance, you may want to consider it.

Hopefully you will never need to utilize your contingency plan, but it never hurts to be prepared for the unexpected.

Considering an Outdoor Event?

2011-05-09T06:23:00.000-07:00

The warm weather may have you considering hosting your next event outdoors. An outdoor event is a good choice; people are often in a better mood and are more attentive. However, outdoor events pose a number of unique challenges. Consider the following to ensure your outdoor event is a success.

Weather

Obviously, we can’t plan or sometimes even predict the weather for an upcoming event, particularly when the planning starts many months in advance. If you can, check the long range forecast and prepare accordingly.

Always have a back-up plan. The plan can include cooling stations, fans, or portable air conditioners if the weather is very hot or fire pits and heaters if it is cold. You should also consider renting a party tent with detachable sides that will allow you to protect food and your guests from the sun as well as rain.

Inspect the Location

Inspect the location of your event at the same time that it will be held. This will help you determine if you need additional lighting, shade from the sun, or tents.

Food Selection

Deciding what kind of food to serve is very important. Keep in mind that a lot of food can spoil or be ruined in hot temperatures. You also have to find a way to keep the insects away from the food. If it is hot outside you probably don’t want to serve hot food, cold foods are a better choice.

Finger foods and appetizers are often a great choice for mingling or small events. Keep in mind that a sit down meal will require additional seating, plates, cutlery, etc.

Signage

Depending on where your event is located within an outdoor facility (e.g. could be in a large park), you may require directional signage to direct attendees.

Facilities

There are a number of other elements that you must consider relating to the facilities, which include:

Waste disposal – are there enough garbage cans or recycling stations or will you need to set these up when you arrive?
Washroom facilities – are there enough washrooms for the amount of people you are expecting? If not, do you plan on bringing in additional facilities?
State of the grounds – e.g. are there mud walkways, etc. that must be taken in consideration, which could pose tripping hazards or be difficult for the disabled to navigate?
Parking – is there enough parking located close by for attendees? You can consider alternative transportation if there is not enough parking including booking buses. You may also want to encourage attendees to car pool.
Permits – depending on the outdoor location, particularly if it is a public area, you may require a permit for the event.
Fire codes – check the fire codes before the event. Codes will outline things such as seating arrangements, etc.
Lighting and electrical – will you require additional power, e.g. generators for the event? This is very important to consider in advance because it can be difficult to get additional power the day of the event.
Health and safety considerations – this can include adequate first aid stations in case of emergency and whether you require a fence.

There are a number of things that you must consider when planning an outdoor event as we outlined in this article. But keep in mind that an outdoor event can be a lot of fun and can be very memorable.

Choosing a Keynote Speaker

2011-05-02T05:28:00.000-07:00

Choosing a keynote speaker for your event can be stressful and time-consuming. When you are planning your next event and choosing a keynote speaker, consider the following tips.

Purpose

Do you have entertainment planned for your event? Are you looking for an entertaining speaker? Someone who can make your audience laugh and lighten the mood?

Entertaining speakers often increase the number of attendees and are a great way to keep your audience’s attention.

Perhaps you are looking for someone who can educate your audience. This person may have years of industry experience or is even a pioneer who can add insight and provide sales tips.

Another option is a motivational speaker. A great choice for any audience, a motivational speaker will inspire all audience members and often increases productivity

It is also possible to get a keynote speaker that is entertaining, educational, and motivational. Look for industry experts; they are usually the best choice.

Cost

Keynote speakers can be free, or cosseveral hundred, or even several thousand dollars. You need to determine, first and foremost, how much money you are willing to spend on a keynote speaker? This will often help you narrow your search.

Testimonials

Feel free to ask your keynote speaker for some testimonials. Any good keynote speaker will have testimonials from former clients and will be pleased to share them with you.

Ask Others

Keynote speakers are often very popular, so feel free to ask your industry colleagues about keynote speakers that they have used in the past. They can provide you with feedback and let you know what success they had with the speaker.

Off Colour Language

Your audience is often quite varied. Some are more conservative than others. Keep this in mind when booking your speaker. If you think that no one in your audience will be offended by off colour language, feel free to book a speaker who is more liberal with their language. But, if you doubt your decision, make sure you steer clear.

Consider your keynote speaker very carefully. They can be extremely impactful on your event, motivating, encouraging, and inspiring your attendees!

Health and Safety Concerns at Your Next Event

2011-04-26T06:28:00.000-07:00

Every event poses a health and safety risk. Accidents can occur at any time due to omission (lack of training) or negligence, both of which can result in injury and litigation against the organization or actions under current legislation.

Here are a few health and safety elements to think about when planning and executing your next event:

Ensure arrangements are made for fire prevention and detection before the event. Contact the venue to learn more about their plans and when you arrive for your event, ensure that you are familiar with fire exits, location of extinguishers, etc.
If you are using a generator keep in mind that screening and protection is extremely important as is fuel storage. Keep all fuel away from potential sources of flame, e.g. candles, lighters, and fire pits.
Planning on setting off fireworks? Be sure that the individuals setting off the fireworks are properly trained and have proper permits. You will also want to ensure that everyone is an appropriate distance away from the fireworks display.
Feel free to ask your contractors, including your audiovisual supplier for their health and safety policy and what their standards are for setting up and removing equipment.
Check with the venue to see what their emergency systems are. They should have an emergency plan for all emergencies.
Make sure all temporary structures, e.g. tents, as well as audiovisual equipment, event equipment, and exhibits, are secured properly (especially if using outdoors where wind can easily topple structures).
Ensure that all cables and low level obstacles partly or wholly covering an accessible route are secured. This includes cables that may be positioned under carpets (make sure that there are no lumps).

GavCom Media Productions will ensure that your event is as safe as possible. We have a number of health and safety policies in place and can provide you with more information as requested.

Planning and Executing a Green Event

2011-04-18T06:40:00.000-07:00

To celebrate Earth Week, we have compiled the following tips to help you plan and execute a greener event.

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.
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 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, make sure they are 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.

Lighting for Special Events

2011-04-11T06:57:00.000-07:00

Lighting is an often overlooked, but essential component of any special event. Giving the room true impact, it can transform a dull, aesthetically boring event into one that stands out.

Adding lighting elements to your next event is easy and is often quite cost effective. When considering using strobes, spotlights, and special effects to your next meeting, consider the following points.

Type of Event

What type of event are you hosting? Is it an awards dinner, gala, presentation, sales meeting? This will determine the appropriate lighting needs. E.g. if you are hosting an elegant evening, soft lighting would set the tone.

Type of Venue

Where are you hosting your event? Is it a convention centre, hotel ballroom, church, outdoor tent?

Entertainment

Does your entertainment need lighting? Do they have a rider that states their requirements?

Essential Lighting Needs

You need to determine if you have unique lighting needs for your event. E.g. do you need to light objects, for a product launch? Do you need lighting for a presenter, so people can see them? Do you need lighting for safety purposes, e.g. stages, stairs, walkways, exits?

Other Important Tips

Remember, you must pair the function and the overall creative look of your event.
Front of house lighting is often essential to ensure that the audience can see the presenter. You may also want to consider back lighting to add dimension to the stage, which is extremely important if you are videotaping the event. Otherwise, your presenter is likely to blend into the background.
Two or three colours of lights will work well; don’t over do it, you can always create a colour pallet that evolves and changes as the meeting progresses.
Your budget may allow you to include moving lights, but often will allow for static lighting.
Consider highlighting venue features including walls, curtains, pillars, and ceilings. This creates depth and softens the light so it is not in your audience members’ eyes.

Call us today to learn how we can easily add lighting elements to your event and make it stand out of the crowd!

Advantages to Using an Outsourced Audiovisual Company

2011-04-04T07:08:00.000-07:00

Most larger venues have an in-house audiovisual company that can provide you with all of our onsite audiovisual needs. At GavCom Media Productions, we feel that there are a number of advantages to using an outsourced audiovisual company for your next meeting. Here are a few reasons why:

Experienced Audiovisual Technicians

In-house audiovisual technicians can be very knowledgeable and talented. However, outsourced firms often have technicians that work on a wider variety of events, simply due to the nature of their business.

Outsourced audiovisual technicians often work on small, large, indoor, and outdoor events.

Up-to-date Equipment

Outsourced audiovisual companies are always updating their equipment and purchasing the latest audiovisual equipment available. However, this is often not the case for in-house suppliers. They usually make a large investment upfront, and do not replace the equipment for three to five years.

Limited Budget

Outsourcing your audiovisual needs is often less expensive than using an in-house provider, because in-house providers are required to give some of their profits back to the venue (sometimes up to 50%). This allows for less wiggle room when negotiating and often increases your AV costs.

Relationship Building

Working with an in-house audiovisual company would be similar to replacing your in-house meeting planners before every meeting. Using an outsourced audiovisual company helps you build excellent working relationships that move with you from event to event. An outsourced audiovisual supplier will have a greater understanding of your needs, wants, and budget.

Focused On Your Event

In-house audiovisual suppliers often have multiple meetings taking place on one day. So, as a result, you may not have a technician dedicated to your unique needs on the day of the event. Outsourced audiovisual companies will dedicate one technician to your event and ensure that it is flawless from start to finish.

Image: xedos4 / FreeDigitalPhotos.net

10 Simple Ways to Save Money On Your Next Event

2011-03-28T07:15:00.000-07:00

Here are some simple ways to save money when planning your next event.

Image courtesy of Officeclipart.com

Have a buffet instead of plated meal. Buffets save money on labour costs (wait staff) and you can also negotiate with the venue or caterer to provide 5% more food in case you need it. With plated meals, whatever you order is what you have.
Create re-usable signage and banners. There are a number of signs that can often be reused including directional signage.
Get an accurate RSVP for your event. RSVPs are the only way to effectively know how much food and drink you really need. Without a proper count, you can waste hundreds, and even thousands of dollars.
Shorten your reception by 30 minutes to one hour. Look at last year’s reception attendance and determine when everyone was there. If it was two hours long and the vast number of people were there in hour two, then you can probably reduce the reception by one hour. If you have an open bar, have it open when the greatest number of attendees are expected.
Collect name badges and reuse them. Not only is this a green initiative, but it also saves a lot of money. Most attendees will throw them out when they are done.
Save on centerpiece costs. Use a dessert display instead of a centerpiece that can include items such as dessert bars and fruit tarts. It also gives your attendees several dessert options.
Pick a partner. Consider cross promotion with other partners. E.g. you can work with a hotel to produce bags that can be distributed to attendees with the company and hotel logo on them. This would offset the costs of the bags as well as the printing.
Consider a venue near your home office. Great venue locations can often be found in our own backyards. Choosing a venue that is close to your home office will save you time and money transporting staff and conference materials.
Eliminate hidden costs. Venues often create contracts that include the following costs that can be negotiated: accommodation, food and beverage and meeting space taxes, food and beverage gratuities, coat check charges, and baggage charges.
Re-consider speaker gifts. The cost of gifts for presenters or speakers can often add up quickly. Consider giving presenters a letter of appreciation that states a donation to a local charity has been made in their honour for presenting at your event.

Contact GavCom Media Productions to learn how we can help you save money on your next event!

Technical Tips When Presenting with PowerPoint

2011-03-21T07:23:00.000-07:00

Image courtesy of officeclipart.com

The following article is the last in our presenting with PowerPoint series. This article discusses some technical tips (that you should discuss with your audiovisual provider) when using PowerPoint as a presentation tool.

Turn off Other Distractions

If possible, turn off all distractions on your computer. This includes screensavers, instant messaging, new email notifications, etc. All of these items can be distracting and annoying to your audience.

Power Management

Some laptops turn the screen off or log you out after 5 – 10 minutes of inactivity. Eliminate this problem by changing the power settings if possible. If it is not possible, warn your audiovisual technician so they can keep your screen active.

Download Microsoft PowerPoint Viewer

If you plan on using a computer other than the one that you created the PowerPoint presentation on, ensure you download the free Microsoft PowerPoint 2007 viewer. Simply transfer it to your USB drive (where you save your presentation) to ensure it plays on any Windows computer.

If You Embed Video or Links – Test Them!

It is important that you test all embedded video and links before the presentation. Videos sometimes pose difficulties and links can often change. It’s also important to ensure that the computer will have Internet access if you are using a link.

Prepare for Set-Up

You should arrive at least 15 – 30 minutes before the presentation so you can discuss all of your audiovisual needs with the audiovisual technician before the event.

How to Present with PowerPoint

2011-03-14T06:48:00.000-07:00

The following tips will assist you in presenting your next PowerPoint Presentation.

Image courtesy of officeclipart.com

Don’t Use PowerPoint as a Prompt

Presenters often use the slides as a prompt of what they will say next. If you use your slides as a prompt, so will the audience.

Ask Questions

Asking questions throughout your presentation will keep your audience engaged, while arousing their interest and piquing their curiosity, while ensuring that your message is clear and well understood.

Speak In a Friendly and Engaging Tone

It can be easy to sound bored when you are extremely familiar with your presentation. If you have presented it many times, then it is extremely important to speak in a friendly and engaging tone and inject excitement where you can.

Give a Brief Overview of Your Presentation

Provide attendees with a general overview about your discussion. This helps them to not only understand what information will be presented, but will also engage them.

What’s On Screen Is Only Part of the Presentation

What audience members see on screen should only be part of the presentation. You should give some real thought to your presentation skills. And even if you are presenting in a dark room, you should dress appropriately and be conscious of how you move around the room.

Be Careful Where You Stand

You want to ensure that all audience members can see you during your presentation. Feel free to move around the stage, but ensure that you are not hidden from view (behind a screen for example) or even worse, that you are blocking an audience’s view.

Tips for Creating Outstanding PowerPoint Presentations

2011-03-07T10:45:00.000-08:00

Image courtesy of officeclipart.com

In the next few weeks, we will be providing you with some excellent tips to creating outstanding PowerPoint presentations.

This article discusses some design tips to ensure your PowerPoint presentation is effective and conveys your message.

Use Contrasting Colours

Contrasting colours will ensure your presentation is more appealing. It also helps to enhance text. Use dark colour text when using a light background or light coloured text on a dark background. Yellow text on a white background is always a bad idea!

Don’t Use White As a Background

White is an excellent choice for print materials, however, when used for a PowerPoint presentation, it can make your slides appear ‘washed out.’ With today’s powerful projectors, it will tire out your eyes after a few minutes and will make text appear blurry.

Be Consistent

Create a Master slide that will ensure that you use the same font face, sizes and colours on all slides.

A Picture Can Say More Than a Thousand Words

We’ve all heard the saying “a picture can say a thousand words,” but we believe it can say even more. Make sure that your slides have more images than text. Images should reinforce or complement your message, visualize and explain, but not decorate.

Don’t Use Fonts with Serifs (Thin Lines)

Fonts such as Times New Roman are difficult to read. However, fonts without serifs such as Arial are much easier to read. Don’t mix fonts within your presentation, it looks unprofessional.

Use Left Justification

Left justification is easier to read than centred, right, or full justified text (both edges). Words that are capitalized, italicized, or underlined are also harder to read.

Avoid Different Effects

Text (or images) that ‘fly’ in from different parts of the screen, text that arrives on screen one letter at a time, or animated graphics waste time, looks cheesy and insults your audience.

Eliminating language barriers

2011-03-02T09:09:00.000-08:00

Simultaneous interpretation (SI) was first used at the Nuremberg trial against well-known Nazi criminals that took place from November 1945 – August 1946.* It is often referred to as the “6-million-word” trial because of its extensive interpretation requirements. It is estimated that without simultaneous interpretation, the trial would have taken up to four times as long.*

Today, simultaneous interpretation, also known as live translation, is used in a number of events including conferences, sales meetings, and tradeshows. It is used for interpreting one language into another, including sign language.

How it works

Simultaneous interpretation (SI) is very different than translation. Translation is the transfer of ideas that are expressed in writing from one language to another. SI, however, is the transferring of ideas, expressed orally, from one language to another.

A simultaneous interpreter, who usually sits in a soundproof booth, hears the message sent by a speaker and interprets it using their own words and cultural understanding to help both parties understand each other. The interpretation is broadcast using a wireless system to participants who listen using headphones (receivers) resulting in no seating restrictions or interlacing of wires.

SI is ideal for any event where more than one language will be spoken. Contact GavCom Media Productions today to learn how you can include SI in your next event!

* Gaiba, Francesca. The Origins of Simultaneous Interpretation. Ottawa: University of Ottawa Press, 1998. 11-12.

Bridging Distance With the Click of a Mouse

2011-02-18T12:08:00.000-08:00

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:
• Investor sales presentations (including Annual General Meetings)
• E-learning (online learning)
• CEO Chat Sessions (Town Halls)
• Sales and marketing meetings
• Program and procedure updates
• Training and development
• Product launches
• Product demonstrations
• Advisory meetings
• Earning announcements
• Analyst meetings

Advantages of Webcasting

• Secure — access to the webcast can be restricted or password protected to ensure all information remains confidential.
• Statistic gathering — you can obtain online, real-time statistics about your audience including the number of attendees, the length of time people tuned in as well as country of origin, and IP address.
• Reach — the number of attendees reached during an online meeting is limitless. You can reach customers or staff worldwide, just with the click of a mouse.
• Interactive — a number of features can be added to a webcast including chat, tests, exams, surveys, or polls. These interactive features improve information retention and keep your audience’s attention.
• Time and cost effective — webcasts eliminate the need for your staff or customers to travel to destinations, which wastes time and money. Participants can view the webcast in the comfort of their own home or office.
• Environmentally responsible — eliminating the need for travel, webcasting reduces emissions and as a result, reduces your carbon footprint!

A fully integrated webcast from GavCom Media Productions allows you to capture and record audio, video, as well as data including PowerPoint slides, all in a streamed media presentation. The system automatically syncs a speaker’s video with the delivery of their support data including graphics, slides, video, or DVD into a single, seamless presentation.

Webcasts are hassle free, GavCom Media Productions can manage everything for you from 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!

Engaging and Interacting with Your Audience is as Easy as 1-2-3

2011-02-04T11:57:00.000-08:00

Audience response systems are the most effective way to engage and interact with your audience. Ideal for any event, audience response systems give you the ability to more effectively produce memorable events with lasting outcomes.

Audience response systems can be used for:

Rating presenters
Getting consensus on issues
Instant feedback
Ensuring the audience understood the material presented
Fun games and other interactions

Here’s how it works…

During a presentation, the presenter uses a computer and video projector to project the PowerPoint presentation to the audience. The presenter builds these slides with the audience response system software, which displays the questions with several possible answers to the audience. The audience participates by selecting the answer that they feel is correct by pushing the corresponding key on their individual wireless keypad. Their answers are then sent to a base station – or receiver – that is attached to the presenter’s computer.

The audience response system collects the results, and the data is graphically displayed on screen for all to see. Data can be collected either anonymously (in the case of voting systems, e.g. how did the presenter perform today?) or can be tracked to individuals where tracking is required.

Incoming data can also be stored on a database that resides on a host computer and data reports can be created after the presentation for further analysis.

Why use an audience response system?

Improved focus – research has shown that participants using an audience response system rate presentation quality and speaker quality higher than presentations not using interactive techniques. Audiences also report a higher ability to pay attention during presentations. (Freeman et al 2005, Miller et al 2003).
Improved ability to retain information – studies have also demonstrated that participants have improved ability to retain information when audience response systems are used. (Gagnon and Thivierge, 1997)
Anonymity – instead of a show of hands, audience response systems allow for anonymous results. Participants are not influenced by other audience members and are more likely to give honest answers.
Instant display of results – audience response system software runs on the presenter’s computer, which records and tabulates responses instantly. As soon as polling has ended, the software displays a bar chart indicating the audience percentage for each possible response. Audience members can view the summary of how many other audience members chose the same response, along with how many audience members (or percent) chose different responses.
Interactive and fun environment – when audience members answer questions, they are eager to see the results and see how their views compare to their fellow audience members.
Instant feedback – wonder if your audience members liked the subject topic? Felt the meeting was relevant? Enjoyed the topic? Enjoyed the speaker? All of this information can be obtained instantly.
Effective data for analysis – it’s difficult to count hands or response cards. An audience response system uses software that records all of the audience responses and stores them in a database. These database entries are linked to a particular user, which is based on an ID number entered into the handheld device. Answers can be analyzed over time, used for research, or other forms of analysis.

Contact GavCom Media Productions today to learn how we can put an audience response system to use at your next meeting!

References

Gagnon RJ, Thivierge R. Evaluating touch pad technology Journal of Continuing education in the Health Professions. 1997; 17:20-6.

Latessa R, Mouw D. Use of an Audience Response System to Augment Interactive Learning. Family Medicine pp 12-14.January 2005

Miller RG et al. Evaluation of an Audience response System for the Continuing Education of health Professionals. Journal of Continuing Education in the Health Professions. Volume 23 pp.109-115. 2003.

Schackow et al Audience response system; effect on learning in Family medicine Residents. Family Medicine. July-August 2004 pp 496-504