Stock Analyst Meetings

Overview -

Stock Analyst meetings for our clients often involve fewer than 50 participants are sometimes held at our clients facilities or in a hotel meeting room. These meetings are very similar to many of the other types of meetings with which we are involved with one important exception. In order to comply with the investor relations rules of the US Securities and Exchange Commission, the information presented to the analysts must also be made available to other analysts and investors in a timely manner. This can be accomplished with a web-cast or posting to a website the audio/graphic file(s) from the meeting. We work with a company that specializes in this service as well as other investor relations services.

Services –

Planning

For the analyst meetings we will create a scale drawing of all elements going into the room, which is often a hotel meeting room or client meeting facility. The items going into the room are from at least three sources: 1) The hotel (tables, chairs, stage, etc) 2) The client (products, displays, kiosks, etc) 3) Our equipment (projectors, screens, speakers, etc).

Often, some of these three sources are not aware of what the others are planning on bringing to the meeting. This can cause a large problem when the room is being set and can cause delays in set-up and other problems. We make every attempt to assure there are no surprises by communicating with each of the four sources, getting a list of what they are planning on bringing to the meeting (with dimensions), and included the items from each of the four on a scale drawing that is given to each of the four. Getting everything on a scale drawing well in advance has very often resulted in selecting a larger meeting room than was originally suggested by the hotel. Hotels usually base their room selection on the seating capacity charts for their banquet/meeting space. These capacity charts rarely allow for stages/displays/projection equipment/etc, and the maximums shown are usually a little crowded with no other items in the room. Hotels normally like to make the most of their space, and would, for example, book a group of 120 into a room with a max capacity of 125. Understandably, hotels want to reserve their rooms with a larger capacity for larger groups. Getting the hotel a drawing as early as possible, showing all the elements going into the room, is the best way to get a room large enough for everyone involved.

Equipment

Computer Graphics –

The most common element found in an analyst meeting today is the computer graphic projection of PowerPoint. These files are usually generated by our clients and their accounting firms. Often these files are sent to us, either by e-mail or to our FTP site, for us to add a background, create charts, re-format, add graphics, or audio/video files. These files are then loaded onto a show computer and backup computer prior to the event. The final version of these files are also e-mailed or sent by FTP back to the client for approval. At this stage, hard copies are often printed by us or our client for distribution to the attendees. Being involved with the PowerPoint files early allows us to become familiar with them in advance of the meeting, and assures that they are all working as they should.

Audio –

An audio system for an event of this type will nearly always include a podium and lavalier microphones for the presenters, as well as desk mics for panel discussions. Wireless handheld microphones are also used for question & answer sessions.

Of course, audio for the various video elements are also included.

Video Playback –

Some analyst meetings make use of video tapes illustrating new production processes or products. These can be played in a variety of formats included VHS, Mini-DV, BetaCam SP, or from computer files..

Lighting -

At a minimum, we usually light the podium and stage area. This helps keep the focus of the room at the front, where the podium/stage/screen(s) are located. Lighting may also be provided to light new product displays or process boards that may be in the meeting room.

Audio/Video Recording –

We nearly always audio or video record analyst meetings. These tapes are usually used for posting an audio file to a web page for investor relations compliance. Taping the meeting also allows the tapes to be sent to those unable to attend. These meetings can be tapes on a variety of formats for editing and distribution including DAT , mini-DV, and BetaCam SP. If needed, CD’s (in limited quantities) can be recorded at the meeting so attendees can take them with them when they leave.