Researching A/V Equipment for the Silicon Valley Prayer Breakfast (SVPB)
Summary
The Silicon Valley Prayer Breakfast (SVPB) hosts an annual breakfast conference at the Hyatt Regency Santa Clara near Great America:
This event is widely attended and this year (2017) will be the 23rd annual gathering:
With close to 1,000 people in attendance each year, their audio/video (A/V) requirements are no joke when it comes to putting on a high quality conference.
So if you’re ever in the area, come check it out with me!
My Background
Although I have been a multimedia professional for many years, I have remained mostly in the photography/videography consumer market - weddings, family portraits, and the likes.
However, since 2015, God has called me into multimedia service for the nonprofit and faith communities. Together with my team, we have served Transforming the Bay with Christ, Southridge Church, the Bay Area Anti-Trafficking Coalition, and recently, Venture Innovation’s Analog.
If you’re looking for professional multimedia services, please feel free to contact us: reservations@wemassmedia.com.
Budget Proposal
Scenario 1
After extensive research, I found that the following A/V/P/L equipment setup kit will provide the most bang-for-your-buck in durability, capability, versatility, and production quality:
| 1 | Audio/Video/Projection | $10,785.18 - $12,658.52 | 4-6 speakers, 2 mics, 4200 lumens projecting to 167” screen, required accessories; video rental; lighting not included |
| 2 | Budget Estimate | $11,540.14 - $13,544.53 | 7% contingency |
| 3 | Budget Overrun | $3,540.14 - $5,544.53 | Based on $8k |
Budget overrun is 3x discounted cost (43%).
| # | Year | Corp | WE |
|---|---|---|---|
| 1 | 2017 | $5,075 | $8000 |
| 2 | 2018 | $5,075 ($10,150) | $2,175 (43% corp) ($10,175) |
| 3 | 2019 | $5,075 ($15,225) | $2,175 ($12,350, -$2,875, 19% savings) |
| 4 | 2020 | $5,075 ($20,300) | $2,175 ($14,525, -5,775, 29% savings) |
| 5 | 2021 | $5,075 ($25,375) | $1,175 ($15,700, -9,675, 38% savings) |
Procurement Plan
Here is the procurement, testing, and training schedule:
| # | Week | Date | Details |
|---|---|---|---|
| 1 | 1 | Monday, 2/13 | Budget Approval |
| 2 | Wednesday, 2/15 | Initial Procurement | |
| 3 | 2 | Friday, 2/24 | Equipment Arrival |
| 4 | 3 | Sunday, 2/26 | Live event test 1/5 |
| 5 | 4 | Sunday, 3/5 | Live event test 2/5 - returns/exchanges procurement |
| 6 | 5 | Sunday, 3/12 | Live event test 3/5 |
| 7 | 6 | Sunday, 3/19 | Live event test 4/5 - test procurements from #5 (1/2) |
| 8 | 7 | Sunday, 3/26 | Live event test 5/5 - test replacements from #5 (2/2) |
| 9 | 8 | Thursday, 3/30 | A/V setup at Hyatt Regency Santa Clara |
| 10 | Friday, 3/31 | SVPB 23rd annual event, 7am - 8:30am |
Audio
| # | Item | Cost | Notes |
|---|---|---|---|
| 1 | Speakers | $4,201.18 - $6,074.52 | 4-6 speakers |
| 2 | Microphones | $1,152.66 | 2 wireless handheld mics |
| 3 | Estimate | $9,610.18 - $11,483.52 |
Projection
| # | Item | Cost | Notes |
|---|---|---|---|
| 1 | Projection | $4,256.34 | 4200 lumens 1920x1080 16:9 projecting to 167” (12x7.5’) screen (includes accessories) |
| 2 | Estimate | $4,256.34 |
Lighting
| # | Item | Cost | Notes |
|---|---|---|---|
| 1 | Stage Lighting | $1,996.92 - $3,811.36 |
Video
| # | Item | Cost | Notes |
|---|---|---|---|
| 1 | Video Production | $1,175 | 50% off |
Overview
Venue
In our venue setting for the Silicon Valley Prayer Breakfast, there is seating about 75-100 feet back from the front stage, the venue utilizes two projector screens on both sides of the front stage, and the distance from one screen to its corresponding side wall of the venue is roughly 30 feet, whereas the distance from the viewable front (around 15 feet) is roughly 75 feet.
In other words, 30'x75'.
Of course, there is also the diagonal viewing distance that you have to keep in mind - roughly 5 feet more than the 75’ length of the venue:
| # | Position | Vertical (front-back) | Horizontal (left-right) | Diagonal |
|---|---|---|---|---|
| 1 | Front | 15’ | 15’ | 21.21’ |
| 1 | Middle | 45’ | 15’ | 47.43’ |
| 1 | Farthest | 75’ | 30’ | 80.78’ |
See Google: Right angled triangle calculator to calculate diagonal hypotenuse seating distances.
Projectors
See Researching A/V Equipment for SVPB - Projectors.
Speakers
See Researching A/V Equipment for SVPB - Speakers.
Microphones
See Researching A/V Equipment for SVPB - Microphones.
Video
Corp used JVC GY-HD110U High Definition 3-CCD MiniDV with analog component output.
Lighting
See Researching A/V Equipment for SVPB - Lighting.
Insurance
UPS / Power Surge Protection & Backup
Tripp Lite, Cyber Power, APC are well-known brands in the server world and are designed to sacrifice themselves before surges get through. They will also have a battery that will keep your mixer running in the event of a power spike and provide a steady voltage stream going to your mixer.
http://www.behindthemixer.com/three-portable-church-sound-systems-for-every-budget/