Scott Reagles speaks from behind the scenes

He’s that guy in the back, the one rigging the lights and manning the camera. He’s Scott Reagles, a production manager and video director for Initial Production Group, and he helps bridge the widening gap between clients and technology. He often contributes his audiovisual and production advice to Connect magazine.

1. You might think that trip hazards are things that are in the way of walkways or exits, but trip hazards can also be considered things that could be in walkways. Fire marshals may require chairs to be tied or fixed together, preventing them from being moved into areas where they would be in the way if there was an emergency.

2. Give the AV provider a detailed schedule, including times for the following: start and end of each session; when doors are open for the audience; meetings, rehearsals and walk-throughs; and any other times AV crew or equipment will be needed.

3. Make sure the room where your event is going to be held is big enough for the attendees and all the equipment. AV gear takes up space, not just on the floor, but also in the air. Make sure you account for ceiling obstructions such as chandeliers, ceiling coves, air ducts and so on.

4. Ask talent and presenters for their needs and requirements well in advance. This may include Internet accessibility, specific types of microphones to use, someone to operate a PowerPoint presentation and so on. And pass that information along to your AV provider.

5. Ideally, people should sit no closer than twice the height of a screen and no farther away than eight times the height of a screen. So if a screen is 10 feet tall, the audience should sit no closer than 20 feet and no farther away than 80 feet from it.

6. When considering a facility, be sure to ask if they have any union contracts. If they do, ask for the name of the local union representatives, and give them a call. They will be very frank with you. It is not advisable to simply rely on the facility to tell you what the rules are. It’s an excellent idea to contact meeting planners who have used the facility before. And as always, make sure you talk to your AV provider about possible union requirements.