Guide: How to plan for a good audio/visual experience in a crowded room

It really goes without saying that most times, a venue or a customer wants as many people to attend their event as possible. More attendees equal a bigger audience to deliver their message to. Unfortunately, with that in mind we tend to overbook our space and make it harder logistically to make the room aesthetically pleasing and functional for the presentation. Here is a short guide on how to plan for a good audio/visual experience in a crowded room.

Rear Projection

Rear projection means that the projector is placed behind the screen and projects the picture to a translucent material. This is beneficial for many reasons, but mainly because it maximizes space, it’s much safer and it looks good.

Ultra Short Throw Projectors

What takes rear projection to the next level when it comes to spatial issues is using a short throw projector lens. This is when a projector can be very close to the projector screen and still fill the space with an image. Some projectors like the ones Motown Digital has only need to be 3-5 feet away from the screen. This is important, because many times when a room is crowded every square foot can make a difference. When you have a traditional projector it may need to sit 12-15 feet in front or behind a screen which starts to affect the floor plan and how many seats can be placed in that space.

Image Is Everything: PowerPoint Slides

Give your presentation a gut check and put yourself in the seat of someone attending the event. Some of the following tips are often overlooked.

Less Is More

Try not to have too much text on one slide. You have a voice for a reason. Tell your story or explain your message with your voice, but use your slide deck to give examples of your story and reinforce your message with images and video.

Color Matters

Keep in mind that many people can’t read text that is red on a black background or red on blue. What you see on your computer screen in your office is very different from someone trying to read your presentation in a banquet hall of 600 people at 75 feet from the projector screens.

The Bigger Font, The Better

Again, the people in the room are sitting quite a ways from the screen. Try to keep the font larger than 24 point to be reasonably read in most presentation situations.