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Tips on Planning Your A/V Set-up

  • Arrange the front of the meeting room so that either the screen or stage is angled for ease of viewing by the speaker.

  • Make sure the speaker can see and be seen. Podium lights help the speaker with his or her text. But a light wash is essential when the room is dark for A/V.

  • When a speaker is using slides, the podium microphone should be mounted on the side of the podium nearest the screen. This assures that the speaker will talk directly into the microphone when he/she refers to the screen.

  • When providing an overhead projector for a speaker, always add a lavalier microphone at the projector so the speaker doesn't go "off mic" when using the projector.

  • Flipcharts are only effective for small groups. For a larger group, substitute an overhead projector equipped with an acetate roll and acetate markers.Make sure there is adequate lighting on flipcharts.

  • When high mobility is essential, provide wireless accessories such as projector remotes, microphones, and pointers.

    Remember, wireless equipment run on batteries, so limit usage, and be sure to have spare batteries on hand.

  • For maximum visibility, the bottom of the screens should be at least 48" from the floor.

  • To determine screen size for the room - the distance to the rear-most seat should be no more than ten times the width of the screen.

  • Rear-projection screens have a much narrower viewing angle than front projection screens.

  • Laser pointers travel further than electric pointers without the need to defocus and provide a bright, red, highly visible image. They are better for applications where the screen is at a distance from the speaker.

Consider electrical needs

  • Lighting, audio, and other technical services that can be used in any given venue are dependent on the amount of electrical power that can be supplied. Don't assume sufficient power will be readily available. Regardless of the buildings age, be sure to check the electrical needs for any equipment being used with your suppliers.

  • The number of outlets visible in an event space does not indicate the amount of electrical power available. There is no correlation between the outlets and number of circuits they represent. Ask what the electrical capacities are.