A small event is one that has 30 guests or fewer and is held in a place like an office or restaurant. Small-scale equipment is usually adequate for an event that size. The available configuration choices are:
- For a smaller room: One speaker to play audio from the computer, plus one projector and projector screen to display visuals.
- For a larger room around 30+ attendees: Two speakers (one left, one right) in the front of the room, a projector and projector screen centered in the middle, and a wireless microphone to reinforce the speaker’s voice.
- Wireless slide advancers should be offered to streamline the presenter’s process to move forward and back through the slideshow.
You are dealing with a mid-sized event in terms of your audiovisual requirements if your event is anticipated to have between 50 and 200 participants. These gatherings can be held in hotel banquet rooms, huge private dining rooms, sizable workplace meeting spaces, or outdoors. The AV system must guarantee that each audience member can see and hear clearly.
Options for setup
- The suggested setup includes one speaker on each side 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, and the presenter should be outfitted with a wireless microphone to ensure optimal audio coverage.
- Often lighting and truss is used to set the ambience, especially if the room’s built-in lighting, usually fluorescents, is not wanted.
More powerful A/V technology is required for larger venues because they can host hundreds to thousands of attendees. Stadiums, auditoriums, trade exhibitions, convention centers, principal banquet halls, exhibits, outdoor arenas, and more are among these locations. A conventional front left and right speaker system will probably not be sufficient, even with the most advanced equipment. For small to medium-sized venues, the following setup may also be required in addition to what is already mentioned:
- Side fills may be used to provide sound for those in the audience farther back from the stage, in addition to more than two projectors
- In order for the speakers and presenters on stage to be seen, 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.
Always take the time to take into account the number of attendees and the size of the venue when organizing your event and speaking with an A/V provider to obtain the required equipment. Make sure you just order what you actually need and neither more nor less than that.