Creating Audiovisually Appealing Meetings

Admit it: We have all, at some point, questioned the purpose of a meeting, and, whether a planner or an attendee, have wished to be just about anywhere other than in that spot. However, since they are inevitable—and generally necessary—it makes a lot of sense to do what we can both to make meetings more enjoyable (and therefore perhaps better attended) and to maximize their effectiveness. In fact, they are one and the same, because by communicating the myriad messages of a meeting as clearly, efficiently, and captivatingly as possible, we increase the enjoyment level commensurately for those in attendance.

Meetings come in all shapes and sizes, held in spaces ranging from intimate boardrooms to roomy convention halls. And, as fundamental as the concept of presentation maximization may sound to some, many meeting planners seem better able to justify the costs of gourmet sandwiches and clever centerpieces than for the presentation tools necessary to communicate effectively to the attendees, whether introducing a product line to a sales force or a new surgical technique to a group of cardiologists.

On the other end of the spectrum is audiovisual overkill, where massive display screens, ear-piercing sound, and ultra-bright lighting are incompatible with the message or inconsistent with the size of the crowd.

Fortunately, there are some basic guidelines, which, if followed correctly, not only help communicate in the most effective way possible, but also ensure that attendees leave with a clear understanding of the meeting's purpose, a firm grasp of the message, and a satisfied sense that their time has not been wasted.

The Ideal Graphics and Display Package

As a general rule-of-thumb, a single screen, 12 or 14 feet wide, is sufficient for up to 150 people. (Additional screens and monitor support—LCD or plasma types—are recommended for larger groups.) In order to ensure proper coverage, it is always advisable to test the system by sitting in the spot furthest from the screen. Additionally, presentation content and forethought in regard to audience demographic are important considerations. Highly detailed images, for example, may require special equipment. Likewise, college students are likely to see the screen much better than a gathering of retirees.

Safe with Sound

When it comes to sound amplification, follow this simple model: Gatherings of fewer than 50 typically don't require a sound source, while groups of 50 to 100 require one speaker. For each additional 50 attendees, another speaker should be added.

Two other factors to consider are room layout and audience makeup. In regard to room layout, theater-style seating presents a more compressed seating arrangement and requires less audio-enhancement, while a more spread-out classroom setting typically requires more. Audience makeup—age and number—is also something to take into account, as an older demographic requires louder sound, as does a room at maximum capacity.

Let There Be Light

There are three main reasons to consider additional lighting. First, lighting can effectively enhance a backdrop and emphasize decoration. Second, light can be used to focus the attention on the speaker or demonstration. Lastly, additional lighting should always be incorporated when filming a presentation.

It is also important to consider that too much light directed at or around the audience can create a bland, classroom feel, while too little can induce drowsiness.

How Much?

As we all know, every meeting has its own set of challenges when it comes to planning within budget. Generally, larger meetings require coverage provided by higher-end projectors, monitors, lighting, and sound. For larger functions, a budget for audiovisual setup and strike costs should also be set aside and will, more often than not, be estimated by the audiovisual support team.

Insider tip: It is important to find out whether the property operates in a union or non-union environment when compiling figures in relation to meeting needs, as union crews charge setup, operation, and strike fees based on equipment used, in addition to hourly minimums. A non-union hall is typically less expensive, with costs based on actual hours worked, time, and number of people required for setup.


Meetings are going to happen whether all attendees like it or not. Given the right tools and ample preparation, bland, boring, subject matter can be made exciting and interesting. Furthermore, with the right audiovisual package, attendees will be captivated and engaged and the meeting will ultimately be a success.

Fred De Sota is executive director of market strategy at the Renaissance Las Vegas Hotel, Las Vegas' largest non-gaming hotel and Nevada's only AAA four-diamond rated, non-gaming hotel. To contact him, visit www.renaissancelasvegas.com or call (800) 750-0980.

Originally published Oct. 1, 2008

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