http://www.aarweb.org/Meetings/Annual_Meeting/Current_Meeting/AV.asp
Audio Visual Requests
The AAR makes available a limited number of meeting rooms pre-set with digital equipment such as LCD projectors, screens, and computers. Participants must submit a request for equipment along with their proposal. If accepted, the request is forwarded to the AAR executive office – automatically if the proposal was made by OP3 or by the chair if another submission method was used – and the session will be scheduled in an AV room set. All AV requests must be received by July 31.
Audio-visual equipment rental costs have increased dramatically at the Annual Meeting. Recognizing that the majority of Annual Meeting audiovisual presentations involve PowerPoint or computer presentations, the AAR chose to support this trend by furnishing such equipment. A number of rooms will be set with LCD projectors for plug in to a participant’s personal laptop and a very limited number will be set with LCD projectors and Windows or Mac computers. Due to the small number of rooms set with computers, AAR encourages participants to bring their personal or departmental laptops or communicate with members of the same session in order to share computer use. In previous years, “redundant” equipment such as separate CD or DVD players were available, however, these items can be played through a computer or laptop sound system and are no longer available for request.
The executive office will make every effort to honor the AV requests received at the time of the proposal. All AV requests must be received by July 31.
Standard software on a desktop computer for the meeting includes the most recent versions of:
- Internet Explorer
- Netscape Navigator
- Microsoft PowerPoint
- Adobe Acrobat Reader
- Microsoft Excel
- Microsoft Word
- Flash Viewer
Late AV Requests
The high cost of such equipment also precludes the ability of the AAR to accommodate late AV requests. After July 31, AV costs are the responsibility of the participant or the program unit. Onsite AV costs are higher.
AAR’s decision to support the trend toward technology is counter to many similar ACLS organization’s audiovisual policies; these organizations instead limit audiovisual equipment to “low tech” solutions such as slide projectors and overhead projectors. AAR will provide these items to rent at cost by the Annual Meeting audiovisual company if requested by the participant. Payment for these items is due before the Annual Meeting. Please contact the Annual Meeting Team to request this equipment.
The costs of AV (based on 2008 rates) are as follows:
| Slide Projector |
|
$32.50 |
Screen |
|
$75.00 |
Extra Carousel |
|
free |
Overhead Projector |
|
$19.50 |
AV requests made onsite incur a 35% price increase and a $150 labor cost with the AV company.
During the Meeting
If your room does not have the requested equipment or it is malfunctioning, contact Meeting Management Staff by going directly to the AAR Member Services desk in the registration area. They will handle the situation by contacting the audiovisual company as indicated. Do not contact the audiovisual company directly unless you are willing to assume the costs that are incurred by their response to the problem.
If there is a need to add equipment not originally requested, participants may do so at their own expense by contacting the audio-visual company. Costs for on-site equipment can be prohibitive.
We do not provide laser pointers.
Contact the Annual Meeting Team if you have additional questions.