Tuesday, November 22, 2016

The Many Benefits of Working with a GSA Approved Contractor

Whether you are a government meeting planner or just need to rent a laptop or two, working with an approved vendor will make a big difference in the speed and efficiency you receive your technology.

This blog post will focus on what a GSA Contractor is, the benefits of using one and how Hartford Technology Rental can help.

What is a General Service Administration (GSA) Contract?

The GSA contract approval process was created to provide a streamlined, efficient method for federal agencies to rent the computer and AV equipment they need on a short-term basis.

The purpose is threefold:

1.      Reduce the time, cost and bureaucracy in renting equipment

2.      Ensure the lowest possible price is obtained and

3.      To verify contractors are qualified to rent to the federal government.
This process ensures you, as a federal employee and planner, that the GSA-negotiated prices are from GSA-approved sources.


What are typical GSA Rental Scenarios?

Short-term rental needs usually span one day to several weeks. Three examples are:

·       Computer rentals for seasonal and contract workers.
It probably does not make sense to purchase this type of equipment if your workforce needs vary from month-to-month or year-to-year. In addition, as technology improves and changes, renting gives you more flexibility and options.

·       Special events and meetings.
One to four day
event rentals can include audio visual rentals and computers. The burden of ownership and maintenance of this equipment is taken away from you because the equipment is used so infrequently.

·       Your equipment is being serviced or you want to “try before you buy”.
Equipment does go down and you do have to eventually retire old technology. If you wish to rent a laptop or
rent an iPad before you buy one, this is the perfect opportunity to do so.

Benefits of Renting with a GSA Approved Contractor

Besides time and price, there are other benefits of working with an approved contractor. Here are just a few:

·       The ability to provide computer rental and laptop rental services to any federal government agency. Hartford Technology Rental delivers rentals on-time, every time.

·       You are ensured competitive rates and quality services as a way can save money on computers and audio visual rentals.

·       Before the GSA approves a supplier, they must prove they offer a large selection of computer and audio visual rental equipment.

·       Free maintenance and technical support are available for the entire time you are renting the equipment.

Benefits of Renting from Hartford Technology Rental

Hartford Technology Rental is a veteran-owned small business that has GSA contract approval. We offer 24/7 technical support, experienced account executives and a large inventory of computer and AV equipment. Give us a call at 888.520.5667 or look us up on the GSA Advantage website. 

Sunday, November 20, 2016

The Allure of Free Wi-Fi and Why it can be Very Costly

Free Wi-Fi is so easy. You pull out your smartphone or laptop rental and up pops a number of Wi-Fi networks to connect with. No security keys to enter or charges to be incurred. 
So what is wrong with this picture? The truth: Just about everything. 

It turns out that hackers and scammers lurk in places where business travelers and attendees reside – hotel lobbies, trade show floors and airports. Most attendees have just gotten off a multi-hour plane ride, landed ground transportation and are comfortably in the hotel lobby or bar relaxing for the first time that day. Checking email and social platforms is part of their routine back home, why wouldn't it be on the road? 

It turns out these hackers are smart, smart, smart. They mimic the hotel or event's sign-in splash form and before you know it, you are on a rogue network and these hooligans are poised to steal your precious personal data within a blink of the eye. 

Here's more startling facts: According to Fox Businessover one terabyte of data is stolen every dayover unsecure public Wi-Fi connections. That equates to 370+ million accounts that are leaked, hacked or scammed per year

What Can You Do to Protect Your Attendees? 

Before taking the venue's word for it that they have event WiFi solutions that will work for you, look at a venue Wi-Fi checklist to determine whether or not they can meet your needs. At a minimum, you need dedicated bandwidth, a limit to the number of attempted sign-ins and encryption of sensitive data. Ideally, you want a Wifi router rental that can deliver fast, secure and robust bandwidth all the time. 

If your attendees BYOD, make certain their software, antivirus and firewall protection is current. When renting event and trade show technology ask your vendor what software protection they provide on their devices. 

Even with all these precautions, advise attendees to avoid online banking, online credit card transactions and accessing sensitive or confidential information while they are at the event. 

Just Remember, Free Wi-Fi Comes with a Cost

When you are accessing free public Wi-Fi, keep your private transactions down to a minimum. 

When event planning, look at your true bandwidth needs and plan accordingly. The last thing you need are attendees complaining that their personal data was breached at your conference or they ate up their entire month's cell data plan in just two or three days. 

Spend the money on Wi-Fi and your attendees, exhibitors and presenters will thank you.

How SmartSource Rentals can Help

To explore a Wi-Fi booster, trade show technology rentals, or  laptop rentals for your next event, contact SmartSource Rentals at (844) 428-6475!  

Friday, November 18, 2016

8 Great Ways Event Planners can Sharpen Their Social Media Skills

Is Social Media a Double-Edged Sword?
The short answer is yes; the long answer is, it doesn’t have to be.

By now, it shouldn’t be any surprise to you that attendees, exhibitors and sponsors are using social media at your conference whether you are involved in the process or not. And while the aspect of monitoring and commenting on a variety of social channels is scary to many planners, it doesn’t have to be. The truth of the matter is, with proper planning and execution, you can use social as a real-time communication tool.

Below are eight ways to stay ahead of the curve.

Before Your Meeting

Set-Up a Social Monitoring Team

These individuals ideally have the following skills:

·       Are very knowledgeable about all social channels
·       Know social media best practices and
·       Have a grasp on the fundamentals of public relations and crisis management.

These folks need to be involved in the planning and execution of your meeting. Ideally, they will be onsite during the actual event.

Before and During Your Meeting

Figure Out Your Response Metric

Whether it is before, during or after your conference, your team needs to determine what your response time will be on questions, concerns or complaints. Most individuals expect some sort of response within an hour of posting.

Whatever your metric, meet or exceed the response time parameters.

Determine who will Post and Have Admin Rights

In addition to your social team, you may wish to grant admin rights to senior management. Once you start posting, it is important to have a mixture of voices on the channels including your management, speakers, sponsors and exhibitors. Encourage them to like, share and comment on content. This starts the ball rolling early and builds buzz about your event.

Establish a Content Calendar

 Once you have your team together, set up a schedule of who will be posting content. I would encourage you to garner guest blog postings from your speakers and executive team. Gain buy-in that the team will share postings on their own networks to increase virality of the post.

Set Up Your Hashtags and Use Them Often

This is one of the great debates in the social world – the over/under utilization of hashtags. My belief is you need them because they affect SEO and help with search. Use three or less on each post with one hashtag always being your event hashtag.

Once you set the stage for use, others will follow.

Engage Your Audience

Before and during your conference, continue to engage your attendees. Here are some ways to do so:

·       Ask attendees questions about your conference, venue or destination.
It could be as simple as “Caption This”, “Who is this person?” or “Why are you coming to the conference?”
·       Share your presenter’s YouTube videos and articles.
·       Ask for feedback about the conference.

Whether attendees are using their own devices or an iPad rental or tablet rental, it is important to continue to ask and monitor your stakeholders’ comments.

After the Meeting

Keep Your Hashtag Alive

Continue to post information utilizing this hashtag about your next event, soliciting feedback about improvements and crowdsource content.

Post Your Event Content Online

Share presenters’ slides and video clips, put your event photos on social and continue to ask questions and keep your channels going.

Source: Managing the Digital Dialog, SuccesfulMeetings.com

How Hartford Technology Rental can help

Hartford Technology Rental is a national supplier of audio visual rentals and computer rentals, including a full line of Apple rentals. Give us a call today at 888.520. 5667 to learn more about the ways we can help you! 

Thursday, November 17, 2016

Puerto Rico: Tropical Paradise with Plenty of Meeting Options

The beaches of Puerto Rico

Are you planning a meeting in Puerto Rico? If you have not considered this Caribbean island before, below are some very interesting facts about this US territory, as well as, the highlights you should know about three large meeting spaces in Puerto Rico.

Meeting Planner Highlights

Interesting insights into Puerto Rico:
  • It is an easy flight from all US hubs: 2 hours from Miami and 4 hours from New York
  • No passport is required for travel for US citizens, so meetings can be planned in a shorter cycle
  • Currency is the US Dollar
  • Official languages are both English and Spanish
  • Meetings and conventions comprise of 33% of their tourism revenue
  • Total conference space is more than 1.3 million square feet
  • 14,000+ hotel rooms with approximately 2,200 rooms are located 1 mile from the convention center
  • 272 miles of beaches
  • Weather in Puerto Rico ranges in the high 60’s to the high 80’s all year around
  • Outdoor activities include snorkeling, kayaking, hiking the El Yunque Rainforest and golf
  • 70% of the rum imported into the US is manufactured here

Puerto Rico Hotels with Large Meeting Spaces

Sheraton Puerto Rico Hotel & Casino

This hotel was built in 2009 and is 8.5 miles from the airport and adjacent to the Puerto Rico Convention Center. It offers approximately 100,000 square feet of meeting space; it hosts 40 rooms with the largest space being about 16,300 square feet in size. In addition, this property has a 57,000 square foot outdoor space that is four stories high, which can be used for receptions and fun activities.
With 503 sleeping rooms and a casino, this AAA 4-Star property has a lot to offer any group!


The Condado Plaza Hilton

This hotel was built in 1963 and renovated in 2008. It is 7 miles from the airport and overlooks both the Atlantic Ocean and Condado Lagoon. With 40,000 square feet of meeting space and 571 sleeping rooms, this venue is a great chose for groups that want beach and ocean access. The largest meeting space is 16,350 square feet.
This facility has an AAA 3-Star rating and received Trip Advisors Travelers’ Choice Award in 2012.


La Concha A Renaissance Resort

Built in 2007 and 5 miles from the airport, this resort offers stunning views of Condado Beach. With 30,000 square feet of meeting space, 483 sleeping rooms and access to many local activities, this hotel offers a lot of amenities. The largest space is 8,500 square feet.
This venue has an AAA 4-Star Rating and has a casino, fitness center and spa onsite.


How Meet Puerto Rico Can Help

When planning a meeting in Puerto Rico, call the friendly staff at Meet Puerto Rico at (787) 725-2110 to help you with all your logistical needs!


About the Author

De-de Mulligan is a professional blogger and yearns to travel back to Puerto Rico. Please follow her on Google+ for her portfolio of blog posts about meeting and event trends and technology. 

Wednesday, November 16, 2016

Look to Leasing as a Flexible Alternative for Your Computing Needs

When expanding technology needs, often times an organization will consider one of two options: 1) Rent a laptop or computer or 2) Purchase it.  

However, there is another alternative: leasing.

With computing power doubling every 12-24 months, leasing has many advantages over purchasing and can be less expensive than renting, especially if you fall into that 1-2 year timeline on equipment needs.

Let’s take a deeper look into leasing and five of its advantages.

Leasing Frees Up Organizational Cash Flow

Let’s face it; if you are not in the computer business, you have a finite amount of capital monies set aside to improve and allow your business to remain competitive.

If you purchase computers, that cash is gone and the equipment that is key to your business’ future has now been pushed out another year.

In addition, since leasing is a set amount of money each month, there is no big down payment required. You can anticipate your budgetary needs over the time of the lease.

No Worries about Maintenance and Repairs

When your computer goes down, you can count on your vendor to provide you with computer maintenance services along with 24/7 technical support to troubleshoot any problems you may encounter.

Unless you have a large IT service staff, allocating the time and effort to fix and swap out computers at your company can be a real headache and time burner.

Upgrade Options Abound

You might be in the middle of your lease and a better product comes along to replace or enhance the equipment you have. With a purchase, you are stuck unless you decide to sell the equipment yourself. With a lease you can have an “upgrade” clause instituted into your contract that states for x dollars more per month you can swap out your existing option and move to the latest equipment available.

Tax Benefits are Available

While it is true that purchasing equipment gives you a deduction on your taxes for depreciation, leasing also has tax benefits because the lease payments can be treated as a business expense.

Sensitive Data is secured

When you swap out old equipment for new or decide to return the leased equipment, you can be certain of two things: 1) The transfer to the new equipment will be secure and all your data will transfer easily and 2) Once your old equipment is retired, your hard drive is wiped clean of any sensitive or secure data from your organization.

How Hartford Technology Rental can help

We can offer you flexible options for upgrades and improved service levels with pre-configurations and 24/7 support! We will work within your needs and budget to find the best computing solution for you. Give us a call at 888.520.5667 to speak with an experienced representative today! 

Tuesday, November 15, 2016

Event Technologies to Keep Your Eye On – Now and in the Future

What will the future hold for event technology? 

For the first time in the history of the world, technology will move faster than we can adapt to it. And the proliferation of devices is going to continue to explode.

So what is available now and how can you position yourself to best serve your organization and your event shareholders?

Let’s take a lot at what is here, what is coming and how to best prepare for the future.

What is Here Today

Mobile Devices

I have been writing about iPad and tablet use for a long time and there are many advantages to renting them for your next event. iPads, in particular, are highly accepted and support a wide range of apps.

However, one of the new uses of mobile technology is second screens.
What impact will this have on a meeting? I believe there will less emphasis on large screen rentals because individuals will be able to view and interact the speaker right from their device.


Charging Stations

Right now, you can rent a charging station for you meeting or trade show and attendees will flock to it during breaks, lunch hours and trade show time. 10 minutes of charging can get them back on their digital feet.

Many creative exhibitors are adding comfortable chairs and/or networking icebreakers in order to encourage attendees who may not know each other to get acquainted.


Bandwidth Boosters

Venues have a limited amount of access points, dedicated bandwidth and raw bandwidth to support any conference or major convention. Today, there are Wi-Fi boosters available to rent that can allow event managers to move packets of data through the network faster, more reliably and in a secure environment.

Wearable Devices

Disney has MagicBands to allow park visitors a personalized their experience at the Park. This allows visitors to experience less waiting, touch to pay for food and merchandise, and get into their hotel room without a key.

Nike has fitness bands to track you activity levels. Smartwatches have smartphone capabilities. Google Glass can help you record photos, videos and run apps.  


4K, 3D Smart TVs

You can rent a “glasses free” 4K, 3D TV that can make your visuals really pop because the resolution is 4 times a standard HDTV. The biggest drawback with Smart TVs today is the lack of robust applications available and the fact they need really fast, direct connect broadband to avoid buffering.

However, this is coming and if this technology can work for you, rent the 4K solution! Attendees will be really impressed with the visuals.

What is Coming Tomorrow

Mobile Devices Will Handle Everything

From the event check-in to room key, to the entire conference and evening activities, planned and booked from your mobile devices, users will no longer need to browse back and forth between apps. You will be able to pay for everything from your phone.

Your mobile device will know who you are, where you are and what needs to happen next based on Big Data trending tools that will become faster and smarter in the future.


Faster and Better Wi-Fi Alternatives

Given the estimation that 212 Billion (with a B) will be connected to the Internet by 2020 and the amount of IP traffic is expected to double in the next 2 years, bandwidth will have to become faster.

Google Fiber is in beta test, Singapore scientists are testing Li-Fi which is light emitting Wi-Fi. MiFi will become faster and more secure. Whichever the option, the claim from the researchers is it will be 20-100 times faster than our standard Wi-Fi connections.

Something will pop soon I am sure of it; how this shakes out is yet to be determined.  


Better and More Wearable Devices

I think it is possible to see wearable devices go on steroids in the next few years. They could be integrated in your clothing and jewelry – not even to be detected by the human eye. In addition, these devices will continue to collect your data through tracking the movements of your day and suggest options about what to do next.

Mobile charging units for smartphones are being tested right now on a wrist wearable device.
The possibilities are endless!


Sharper Resolution Smarter TVs

Without a doubt, we will see 8K or beyond resolution with 3D imaging that will blast multiple video apps streaming at 100+ M/bps second to the trade show floor.

What Should You Do Now?

Here are three things I would recommend you implement today so your organization is in position to take advantage of today’s technology and poised for the future:

1.      Take an inventory of the way you do things now. Can new technology and apps help your organization save time and money? Communicate better with your attendees? Attract a new segment of members? If the answer is yes, adapt it now.

2.      Rent instead of own. With new technology come on board every 12-18 months, owning equipment for a few trade shows and conventions every year doesn’t make a lot of sense.

3.      Keep up with new offerings. Ask for advice and recommendations from your supplier, industry organizations and your peers. See what others are doing and act accordingly.

This post was written exclusively for Social Tables by De-de Mulligan. De-de has been an active blogger since 2009 and writes meeting and event related pieces for a variety of organizations. She has been published in Social Media TodayTech PatioEvvnt, MPI Ohio’s DEFINE magazine, Crain’s Cleveland Business and Crain’s New York Business.

Monday, November 14, 2016

The Top 3 Technology Events and Their Key Takeaways

BizBash Magazine recently ran their picks for top 11 US technology events. While there were few surprises, it got me thinking about what makes these conferences unique and what event planners can learn from them.
Today’s blog post will focus on the top three and provide you my perspective about what they bring to the table.

Top 3 Technology Events


What is a TED conference?

TED stands for Technology, Entertainment, and Design. The format is fast-paced: 50+ talks over the course of a week. Content includes science, business, the arts, technology and global issues. 18-minute talks are interspersed with shorter presentations, including music, performances and comedy.

Why are they number 1?

Here is some food for thought about the things they do right:

·       Draw big and obscure names BUT everyone only receives 18-minutes to deliver their message.
·       Deliver a hybrid event called TEDActive which allows individuals around the globe to view the live presentation and participate in local discussions.
·       Sell out a year in advance, which means they consistently deliver valuable content.
·       Have a cap on attendance. For years, their cap was 1,000 – they went up to 1,400 in 2013 – and are now returning to 1,200.
·       Theme their event and everything has to revolve around that theme.
·       Make great use of event rental technology, including large screen monitor rentals, social media discussions on mobile devices and video recording to extend the life of the program.
·       Multiple room setups for connecting with other attendees.

Consumer Electronics Show

What is the Consumer Electronics Show?

The International CES is the world’s gathering place for all who thrive on the business of consumer technologies. Held in Las Vegas every year, it has served as the proving ground for innovators and breakthrough technologies for more than 40 years—the global stage where next-generation innovations are introduced to the marketplace.

Why are they number 2?
Here is what CES has to offer:

·       This is where many new consumer technology innovations are launched
·       Provides attendees with a flurry of robots, 3D printers, smartphones, tablets, smartwatches and 4K curved TV innovations
·       Has 150,000+ attendees from more than 150 countries
·       It is the largest trade show with more than 3,200 exhibitors
·       Attracts 82% of Fortune 500 Companies with 17,000 Presidents & CEOs in attendance as exhibitors



What is Dreamforce?

Hosted by salesforce.com, Dreamforce is four high-energy days of innovation, fun, and giving back. Attendees learn from industry visionaries, product experts, and world leaders who can help transform your business and your life.

Why are they number 3?

Dreamforce offers:
·       Over 1,400 sessions with big name speakers
·       Tailored content specific to an attendee’s business size and type
·       An interactive ROI Calculator to justify attendance
·       The average attendee has a 32% increase in lead conversion rates

What Event Planners Can Learn from These Three

·       Make your presenter’s talks short and sweet. Have the meeting room projector rental and system loaded, tested and ready to go when the speaker hits the stage.
·       Cap your attendance at a reasonable number so you will sell-out.
·       Integrate audio visual and computer rentals into your program where they make sense.
·       Encourage your exhibitors to save their product launches for the trade show.
·       Go global and attract international attendees either through a live or hybrid event.
·       Bring the executive team to the booth.
·       Hire big name speakers.
·       Tailor your event content to your audience.
·       Give them a ROI tool or letter to justify their attendance at your event.

About Hartford Technology Rental

Hartford Technology Rental was founded in 1991 by two gentlemen who collectively spent 80 years exceeding their customer's expectations. Their mentality is engrained in the entire organization!

When you are ready to rent a computer and audio visual equipment, contact us at 888-520-5667.