Technology has become an event staple – making your audio visual more important than ever.  Here are a few tips to maximize the rentals at the lowest cost:

1.    Negotiating Cost: remember to shop around.  Outside contractors can offer better rates than the in-house AV company, so be sure to obtain several quotes.  In some cases, this can be used as leverage to negotiate a deeper discount with the in-house contractor.

2.    Last Minute Equipment Requests: keep several contractor names handy, in case last minute equipment requests arise.  Your in-house provider may not have a large backstock, whereas outside contractors typically bring extra equipment with them.

3.    Limiting AV Tech Time: Hourly rates for technicians can add up, especially during full conference days.  Consider negotiating an hour of setup assistance at the beginning of each day for any rooms being used.

4.    Battle Static Electricity: In winter months, static can be a persistent problem with electronics.  It can be painful, too!  Bring a static cling remover and dryer sheets to your conference.  Spray the carpeting around the registration area as well as around in conference rooms around wires and electronics with the static cling remover, and use the dryer sheets to wipe down computer screens and projectors.  This will also cut down on dust.

Some of these tips were submitted to the ConventionPlanit.com Stellar Tip Contest.  For a chance to win a monthly prize, submit your own tip, or visit the archive for tips and advice on a variety of topics.