Audio-Visual Needs at the Annual Meeting

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 office and the session will be scheduled in an AV room set. AV requests must be received by the early April session submission deadline.

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 does not provide computers. We encourage participants to bring their personal or departmental laptops or communicate with members of the same session in order to share computer use.

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

Late AV Requests

After April 1, 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.

The costs of an average LCD projector and screen is $378. Larger rooms require a more powerful projector and a larger screen.

The cost of an average audio system (one podium microphone, speakers, and mixer) is $196.

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.