Meeting planners or anyone that is planning an event don't need to be experts in catering, hotels, and transportation. They do however need to know the language or terms often used in each of those industries in order to plan effective events. Audio visual is no different and the list of terms, equipment, and procedures can seem quite endless and it is always changing. While they may not need to know what edge blending is the difference between 3g-sdi and 12g-sdi they do need to know some basic terms in order to facilitate work between themselves and their AV provider for their live event.

Labor Rates and Charges

These terms are often used when discussing rates for staffing and labor when you hire an audio visual technician.

Day Rate - This rate is usually based on 10 hours and usually includes a 30 minute lunch break. It is considered the industry standard. This rate may change depending on the position or type of technician.

Half-Day - This day rate is usually for 5 hours of labor without a break.

Travel Day - If you are booking an AV company to travel with you then often times you will get charged a half day rate for them to travel to your city or state. When you are considering your overall AV budget consider bringing an AV company and having local technicians supplement your provider.

Overtime charges - While your event may be a standard 3 day event with just a few hours each day you will run into when you have a long day and will get billed overtime. This might also occur when you have a short turn around time between events. You can avoid this by working with your AV company to alternate techs with the closing and opening shifts.

Equipment Rental Rates

Loss of Equipment -  It is important when you are planning your event that you plan for the security of the AV equipment in the rooms. While you are renting the gear you are responsible for any damage or losses to the gear and that can add up to hundreds of thousands of dollars pretty quickly.

Load in/ Load Out - This terms is often used for when gear is being delivered and set up or "loaded in" and when it is taken down or "loaded out" of the venue. When you are choosing to load in and out make sure you work with the AV company and venue to make sure you have enough time to load in and out without any additional fees.

Video Equipment Terms

Screen Aspect Ratio - This is the relationship between the height and width of the screen and is often written as a formula like this 1:1 or 16:9.

Video Switcher - often times if you are having more than one video source or using IMAG (to come later) then you will want a video switcher in the room. If you are doing a hybrid event and live streaming your conference then chances are you will want your AV company to add this into your breakout room or session.

Codec - When using video for your conference your AV provider will ask you to provide a certain type of video file or "codec" such as .mp4 .mov

Throw Distance - This is the distance between a projector lens and screen. It is important that you work with your AV company to select the best projector and lens combo to optimize the throw distance. If selected wrong you can end up with to little space behind or in front of the screen makin your audience or AV techs experience mush tougher.

Confidence Monitor - This monitor is often called a "confidence" monitor because it is often set up downstage near the podium and has the power point message or speaker notes displayed for the person speaking or running the program giving them the confidence they need. Larger stages will require two-three of these spread throughout the front of the stage to make sure.

IMAG - IMAG is short for image magnification and is typically referred to when video cameras are used to display a close up of the presenter on the projector screens. Depending on the size of the room there may be multiple IMAG screens hung towards the back of the room.

Lighting Equipment Terms

Stage Wash - stage wash is often used to describe the look or soft lighting of a stage usually with an emphasis on where the speaker or audience should look.

GOBO - A gobo is a piece of glass or metal that has shapes, designs, or logos, words or other design onto a backdrop, celling, dance floor, or wall.

Spot Fixtures - these lights are usually used to project logo or images, color, or spin.

Moving Head Fixture - these lights have a large range of motion and has control over which ways it points. Often referred to as an intelligent light these lights are super versatile for events with a wide range of activities.

Audio Equipment Terms

Line Array - This type of sound system offers more flexibility and control over the sound throughout your venue or event. These speakers are commonly seen in concerts and other large events but there are newer systems that are small and designed for small venues while offering the same amount of control and flexibility.

Lav Mic - also known as a lavalier it is a small microphone that is often clipped to the tie or collar of a person offering a hands free mic experience.

Countryman Microphone - this over the ear headworn microphone is often referred as a specific type of microphone headset used with a wireless microphone system. Then "countryman" comes from the brand that was made famous for its unparalleled craftsmanship. Some AV companies may refer to their microphones as "countryman mics" but often use an off brand headset which may not have the same quality.

Decibel Level - Sound is measured in decibels which is a unit of measure comparing different values to create a baseline for measuring how loud something is. A normal conversation is about 60db a motor cycle is about 95db.

Equalizer - Electronic equipment that adjusts or corrects frequency characteristics of a signal. These work great to correct "feedback" or an unwanted noise caused by the loop of an audio systems output back to its input. A equalizer is a great way to "cut" out the frequency causing problems.

Stage Décor

Moddim Tiles - these tiles are versatile and interlock together to create different type of backdrops for stage settings. They look great when lit from behind or below and create different effects.

Tools Of The Trade

Run Of Show/Cue Sheet - This document is a detailed spreadsheet with each department getting a column. This is an agenda that has tons of details where each part of an event is broken down by individual actions from lighting to sound cues. It is important that you and your av company work on creating run of show documents or a "show flow" for each major general session, keynote, or reception that is occurring at you event.

Exhibitor Order Form - 

Production Terminology

VOG - Voice of God or "VOG" is a generic term that is used to describe a disembodied voice that speaks to the audience. This is usually the case with speaker intros and giving the audience directions.

Call Time - this is the time that staff has been "called in" to make sure they are ready and set before your event.

Downstage - when referring to a live event setup "downstage" is often referred to as the area of the stage closest to the audience. This is based on the point of view from the actor and not the audience.

Upstage - this area is referred to as "upstage" because in traditional times the stage was slanted and actors would be walking up stage. This is the area of stage located closest to the back of house area.

Concurrent Sessions - This is where multiple sessions are scheduled to take place at the same time and each one focusing on a different subject or theme. When you are having a concurrent session it is important to let your AV company know so they can appropriately staff and bring equipment. This is especially important when planning hybrid events with more than one tract.