There’s a lot to consider when you are planning an event. There are guest lists to make, vendors to coordinate and presentations to prepare. If your event will feature an audio or visual presentation, there are some extra details you will want to consider to make sure your attendees can hear and see all the important topics that will be covered. Follow these tips for coordinating a successful audio visual presentation, whether it is a corporate board meeting, guest speaker or special event.
Tailor the screen set-up to both the presentation content and the size of the audience. For corporate presentations and conferences, choose a big screen that will capture the attention of a large group. If there is a guest speaker, opt for two smaller projection screens on either side of the stage. If the space will allow, you can even mount flat screen TVs directly to the wall. If the focus is more on a PowerPoint or video, you may want to have two or three projector screens so all audience members can see regardless of where they are sitting.
The number of attendees will ultimately determine your seating arrangement. The venue itself will dictate how many people may attend. There may be occupancy limits from the Fire Marshall. Another important thing to note is how you will be displaying your presentation. You want to make sure that every person in your audience can not only hear what’s going on, but see it as well. Arrange your seating facing towards the presentation, and as close to the presenter as possible.
That brings us to the size of the screen. There is a formula for figuring out how large of a screen you should select. The minimum size of any screen should be the viewing distance divided by three. So, if your viewers will be 15 feet away from the screen, you would want a 60 inch screen. The maximum size of the screen should be no more than the viewing distance divided by 2. Using the same distance as before, 15 feet, you would want a 7.5 foot screen or 90 inch screen. Any size between those two figures would provide the audience with a great view.
Depending on the room or venue, you may want a projection screen or a TV. If you have a smaller conference room, a TV is probably a better choice due to ease of use and availability. If you have a larger space, you could choose multiple TVs or one large projector screen. Another important consideration is glare. Glare or poor lighting can often ruin a presentation. When setting up for any type of presentation, consider the lighting and adjust your seating arrangement accordingly. Screen quality is also important. Do you need a 1080p HDTV, or will a lower quality suffice? Will plasma, LCD or LED fit the budget best? Take your time picking a screen, to ensure the right choice for all your needs.
Cami Hadley is a writer focusing on all things entertainment and TV related. She regularly writes for cable.tv.