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Room Layout
* Print this page and discuss with your function coordinator.
A successful presentation is the result of a number of
factors working together well.
These factors include the layout and set up of the room,
the quality of the lighting, the PA system and placement of the screen
and staging.
ATTENTION TO DETAIL in these matters before-hand always
prevents last minute difficulties.
Read Colin's
tongue in cheek suggestions about how to wreck a meeting.
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.
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