Colin's Room Layout and Equipment Requirements

* Print this page and discuss with your function coordinator.

EQUIPMENT

> Lapel Microphone & PA are not necessary for less than 20 people
> Lectern - only if needed by other speakers or for a formal function, eg awards dinner.
> Screen - 8' x 10' (or greater) for more than 50 people - 6' x 8' for less than 50 people.
> Table - 3' x 3' projection table or equivalent
> Power cord from wall socket to projection point and four point adaptor.
> Data Cable - Depending on numbers attending and the room layout, a long standard 15 pin PC data projection cable may be required to run from the presentation point to the projection point. Normally we provide a standard 1.5m cable.
> Audio feed from computer to PA system.

STAGING

> For more than 80 people a 30cm riser should be supplied.
> It should be set to the right or left of the screen and to allow Colin to stand so as not to obscure the screen.
> Yes that's right! Don't put the screen in the centre! Set it off to the side at an angle.

SEATING

> I'm not a big fan of U shape as it encourages distracting bi-play among the audience.
> Less than 20 people - classroom or theatre as you choose.
> 20 - 50 people - theatre or classroom style.
> With 100 or more the front row should not be more than 10-12 feet from the stage.
> Set a few less chairs than the number expected and bring those from another room when necessary.
> Encourage people to fill the front rows first.

AISLES

> Up to 50 people - centre aisle of 5 feet
> Over 50 people - 2 aisles as room permits. Set side rows angled toward the Lectern area.

LIGHTING

> Lighting presents the most challenges. Architects who design conference rooms have no idea. All they give you is DOWNLIGHTS which wash out your screen and leave your stage dark. You need extra lighting.
> There's a golden rule in stage management: 'If they can't see, they can't hear'. Many fine meetings have been ruined by the lack of strong forward lighting for the speaker.
> The audience should not be in darkness either. Unlike picture theatres which offer a more private viewing experience in the dark, a key-note speech is enjoyed communally. People laugh and react better in normal light.
> Set the screen in front of down lights to avoid 'washout'.
> If that's not possible, remove fluorescent tubes (or turn off) down lights in front of the screen.
> In audiences of 100 or more a full stage wash should be provided to highlight the speaking area but so as not to wash out the screen.
> Down lights are not adequate for this task. They throw dark and gloomy facial shadows.