Using Audio Visual Equipment in Your Meeting
Like everything electronic audio visual equipment is a rapidly moving
target so we have chosen to explain it here on the web site where it can
be easily updated.
Establish Your Needs --
This a critical first step. Talk to your presenters. Will they be
bringing their own projection equipment? Computers? If so what kind?
Will they need to project powerpoints, videos, sound, etc. Will they
need multiple projectors. Or will their needs be simple, no more complex
than an acetate and overhead projector?
What about screens? How will their presentation fit in the room? What
are sight lines and audio issues? Will they need an AV guy on hand to
run the show? These are all questions to start asking your people early
and often so they do their thinking…and so you have time to locate and
access the equipment.
What can the Hotel offer? --
This is your second step. Most meeting venues offer some AV equipment.
Larger facilities may have a full set-up with screens, audio equipment
and a control consol or podium. Find out what your site will offer, and
make sure it will serve your people so you can have it reserved for your
meeting. And have it written into your contract and put on your master
account. If the hotel does not have the equipment they can often get it
for you from a local rental resource…in which case you will pay for the
service as well as the equipment. Also check for wireless in the room
and what’s needed to access it.
Audio Equipment and Issues
LCD projectors –
This is the most common item used today. Your presenters will bring
their computers which connect to the LCD projector. You will need to
make sure there is a screen in the room, as well as adequate electrical
outlets, extension cords, etc. You need to convey to the hotel or r
ental equipment vendor what you will be using so you get the right
connectors if they are needed.
Projection Screens --
Take a look at the type of surface your image will be projected on to.
The best image quality is found using a blank white, grey, or black
(which blocks reflected ambient light) surface. Black has some color
issues so white or grey are your best bet. If it’s a drop down screen
make sure it works and that you know how to do it. If it’s not a fixed
screen check the location for sight lines and decide where the
projection equipment will be placed. You’ll also need to know how light
or how dark the room will be during your presentations since this will
determine the number of lumens your projector will need. A good
informational site is projectorpeople.com
Microphones and Speakers –
There is nothing more annoying than not being able to hear a presenter.
Check with hotel for what they can offer in the way of speakers and
mikes, ideally wireless microphones. If their equipment is not adequate,
you’ll need to rent.
How to Hook Up Equipment --
There are a number of places you can go to on the web to get
step-by-step instructions on how to connect the LCD projectors. Examples
are eHow (www.ehow.com) and About (www.about.com). Simply type in “How
to connect a LCD to a laptop”. There are not only written instructions
but videos as well. It might serve you to print out the instructions and
put them in your notebook. You never know….
The Apple vs PC Problem --
There is a difference between Apple
computers and the various PCs on the market. The web sites listed above
will guide you through hooking up an Apple to a PC projector. You may
need an extra cord so be warned.
AV Rental Resources
There are generally local rental services that you can locate using a
search engine or phone book. They offer face-to-face support equipment
that can range from basic to multiple screen projection equipment. There
are also a number of nationwide rental companies that regularly ship
equipment to events and larger meetings. Some may even have franchises
in your area. This list is only to help you start your search. It is not
an endorsement. We do not vouch for or accept any responsibility for
their service, equipment or reliability.
Renttech Solutions -- rentechsolutions.com
SmartSource Computer and Audio Visual Rentals --
www.smartsourcerentals.com
Meeting Tomorrow -- www.meetingtomorrow.com
Test Drive All Equipment BEFORE Your Meeting –
The rule here is whatever can go wrong will go wrong. Enough said.
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