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Are you an upcoming AV tech, or are you an event planner organizing an upcoming corporate event? Either way, knowing what goes into the setup of different sizes of events is highly useful. If you are an event planner, knowing the type and size of equipment needed helps when it comes to communicating with your audiovisual provider. Take a look at the overview below of the different setup options, depending on the number of attendees and type of venue. Small Event What constitutes a small event? It usually has 30 attendees or less and/or is held at a venue such as an office space, meeting room, or restaurant. This means small-scale equipment is usually sufficient. The setup options are: - For a smaller room: One speaker to play audio, plus one projector and screen to display visuals.
- For a larger room around 30 attendees: Two speakers facing the audience (one left, one right) in the front of the room, plus a projector and projector screen centered in the middle. A microphone (wired or wireless) should be used to reinforce the speaker’s voice.
- Wireless slide advancers are a nice feature and should be offered to the presenter. They streamline the moving forward and backward through the slideshow.
Mid-Sized Event A mid-sized event is one expecting 50-200 attendees. The venues in these cases include hotel banquet rooms, ballrooms, breakout rooms, rooms for seminars, and certain outdoor venues. Since the audience will be more spread out, it is important that the AV setup ensures each member of the audience sees and hears the presentation clearly. Setup Options: - The suggested setup includes one speaker on each side of the stage, plus a mid-range power projector and a medium to large screen set up in the center.
- For large rooms, two screens on each side may be necessary in order for every member in the audience being able to see the presentation. The presenter should also be outfitted with a wireless microphone to ensure optimal audio coverage.
- To create a nice ambience especially in an office setting with built-in fluorescent lighting, lighting and truss is often used.
Large Event Lastly, larger venues are those that can hold anywhere from a few hundred to thousands of attendees. These venues – which include auditoriums, stadiums, tradeshows, convention centers, main banquet rooms, exhibits, and outdoor arenas - call for more powerful A/V gear. Not matter how sophisticated the equipment is, a traditional front left and right speaker setup will likely not be sufficient. As an add-on, side fills may be used to provide sound for those in the audience in the back of the venue, in addition to more than two projectors. In order for the speakers and presenters on stage to be seen by everybody, staging and risers are also generally necessary. In terms of lighting, this is where the setup becomes more complex and advanced as well. While conventional, non-moving lights are often used for presentations and seminars, moving, automated lights are popular in a live show scenario. When planning your event and consulting with your A/V provider in order to get the necessary equipment, always take the time to consider attendance and venue size. You want to make sure that you don’t order more, or less, than what you need.
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