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Audio-Visual Needs at the Annual Meeting

Audio-Visual Needs

The AAR makes available a limited number of meeting rooms pre-set with LCD projectors and screens.  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 PAPERS or by the chair if another submission method was used – and the session will be scheduled in an AV room set. 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. AAR encourages participants to bring their personal or departmental laptops or communicate with members of the same session in order to share computer use.

The executive office will make every effort to honor the AV requests received at the time of the proposal.

Late AV Requests

After July 31, each presenter who requests AV will be charged a $100 fee per request. After September 30, AV costs are the responsibility of the participant, and they will be directed to the AV provider to pay the actual cost of the equipment requested.

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.

The costs of AV (based on 2011 rates) are as follows:

LCD Projector and screen

    

$410

PC Laptop

 

$325

Mac Laptop

 

$400

Overhead Projector

 

$35

Before the Meeting

To check your audio-visual request at this year's Annual Meeting, log into your account in PAPERS and view your session information.

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 audiovisual 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.