Guide to Planning for Audio-visual Needs

Know your lumens

The key to getting your message across in a big room is often a video or slide projector. They are getting smaller and cheaper, but definitely not simpler.

I recommend: Read up on how to buy a projector at EffectiveMeetings or ProjectorCentral. Some well-known manufacturers of pro-quality projectors include InFocus, Panasonic, Sharp and NEC.

Hello, this thing on?

Often, the curse of an otherwise great presentation is a faulty or clumsy microphone. Get one you will be comfortable using and make sure it fits the occasion.

I recommend: Hotels and meeting halls will normally provide full audio gear for a fee, but there can be big questions. Handheld or wireless? Boom mics or goosenecks? See a complete guide at Media College.

Complex event? Call in a pro

For an office installation or at events at which cutting-edge technology is a necessary element -- say a technology trade show -- it can help to hire a professional provider. They set up gear, you concentrate on sales.

I recommend: Some professional AV providers at the national level include Aviinc, AVHQ,  AVW-Telav and Infocomm.

How to get away with the minimum

If you are know your audience is small -- a conference room or less, everyone in earshot -- then dragging around a ton of AV gear will make you less professional, not more.

I recommend: Consider a tablet-style computer. You can turn the screen toward your audience, advance slides from behind and keep talking as you go. Nearly all PC makers have a tablet model, but some business laptops popular in this space include Dell, Acer, HP and Toshiba.