| Step 3: Gather information needed for
a successful meeting |
| Too many buyers of Audience Response services
feel that their job is done once the order is placed. This
is simply untrue. Either you, or someone in your
organization, must work closely with your Project Manager
(PM). |
| |
| The early stages of the project will require
that you provide lots of detailed information so that the PM can
get the right equipment, the right technician, the correct
software, and the appropriate ancillary devices to the meeting
site, on time. |
| |
| This is especially true during the height of
the Spring and Fall meeting seasons, when most vendors are
stretched quite thin. There is very little room for error.
And if you don't provide adequate information on a timely basis,
equipment will ship late, air travel will be more costly, and
most important it sends a message that you don't really care. |
| |
| The point is, the rental company will have a
litany of questions. Do yourself a favor. Take them
seriously. Chase down the information and provide answers,
as quickly as possible. |
| |
| Step 4: Now it is your turn to get
information from the Project Manager |
| As you get within a week of the meeting, it's
now your turn to get information from the PM. Be
proactive. You should find out the technician's name,
arrival time, and cell phone number. |
| |
| You also want to know exactly when the
equipment will ship, and when it is scheduled for arrival.
Assuming you submitted the interactive questions early enough,
request a copy as they appear on the Audience Response computer. |
| |
| Confirm that backup computers and base stations
will be on site, and set up (some companies are known to leave
backup equipment boxed and then scramble in an emergency). |
| |
| Lastly, you should make arrangements for the
technician to meet with someone from your organization when he
or she arrives. Together, they should review the plan for
system setup, rehearsals if any, meeting room security, and
decide on a time for the morning 'tech call'. |
| |
| The next time you interface with the rental
company will be on site. |
| |
|
What To Expect On-site -> |
