For business meetings, corporate planners often have to arrange for supplies and rent audiovisual equipment. Your on-site contact will inform you which equipment the event requires. Ask your audiovisual company for a catalog of equipment.

Audiovisual Equipment

Purchasing and maintaining audiovisual equipment is costly, and transporting the equipment runs the risk of damaging it. For these reasons your company will rent equipment as needed. It is likely you will develop a vendor relationship with an A/V company. Coordinate the equipment delivery with the facility planner.

Before reserving any A/V equipment, ask your facility planner what the capabilities of the conference room are. Even if you have booked the venue in the past, it is still a good idea to confirm the use of the equipment with the facility planner. The venue may have another company who requested the equipment. Or the equipment might be under repair and therefore not available.

Supplies

In addition to equipment, a business meeting may also need supplies for an event. The supplies may include pens and legal pads for taking notes. An easel, large-format paper, and dry-erase board may be needed for presentations. Conference rooms also tend to keep complimentary supplies on site for business meetings. Your company may prefer to use logo stationery and pens for business meetings. If this is not the case, check with your facility planner before ordering supplies.

Collateral Materials

Occasionally a business event may require collateral from the guest speaker or your company. Your on-site contact should inform you if materials are needed. When materials are needed, it may be your responsibility to order the collateral. For smaller events, your on-site contact may be able to carry the materials to the event. In instances where it is necessary for the on-site contact to travel, the collateral may need to be shipped in advance.