Events that travel from city to city take extra attention to detail and infallible coordination to ensure each appearance is as good as the last.

AV is an important part of any traveling event, which is why Heidi Welker of AVW-TELAV, a leading supplier of audio visual presentation technology, has kindly provided The Meeting Planner’s Best Resource with a list of important things to consider when taking your show on the road.

* Communicate the same audio visual information to all locations. As road shows often feature the same design in different locations, there is no need to reinvent the wheel. Give every venue the same info, and then let the technicians fine tune the requirements to suit the room upon arrival. Whenever possible, work with only one AV company and leave it up to them to communicate and coordinate the details from city to city.

* Allow adequate shipping time between events for custom sets or unique items. Leave a day or two in between events to avoid inflated shipping costs. Remember that remote locations may require you to transport specialty equipment. This could affect shipping time and costs.

* Check ahead for any road closures or other issues due to weather, construction, etc. Also confirm that your dates do not interfere with any local holidays, and be aware of any local customs and language issues.

* Find out in advance if the loading dock and/or elevator can be reserved or if it’s a first-come first-served situation. Are there any restrictions or additional costs to use the loading dock during normal business hours or during after hours? And can the elevator be put on service? Is it an appropriate size? And most importantly, does it work?

* You may need special access through meeting rooms and service areas. It’s best to find this out beforehand.

* Is the venue unionized? If so, your labor costs could be substantially higher.

* Are there penalties for using outside AV companies? Hotels with in-house AV suppliers sometimes have restrictive policies regarding the use of outside companies, which can translate into more money out of your pocket. To get around this problem, AVW-TELAV has created a form for its customers with a clause stating that you (the customer) have the liberty to select the AV supplier of your choice without additional financial penalties. When booking the venue, if the hotel manager refuses to sign the form, you simply take your business elsewhere.

For a free copy of AVW-TELAV’s AV Request Form, contact Heidi Welker at welker@avwtelav.com.