Meeting managers are not expected to be technical experts regarding audiovisual (AV) equipment. We rely on our expert industry vendor partners to understand all of the nuances of ever-changing technologies and equipment. However, we do need to know the basics of AV, not only to be able to assess vendors, but also to make sure this important aspect of our meetings is successful.

Audiovisual equipment should support the overall objectives of the meeting and the speakers' messages. AV should also fit the setting, engage the audience, and be used in moderation. AV is there to support the presenter's message, not to be the message itself. As such, screens should not be centered in a room (space permitting), but should be angled in the front corner(s) of the room (which corner depends on whether the presenter is right- or left-handed). With multiple speakers, the screen should be placed as for right-handed speakers: in the front corner, stage right/audience left. This is precisely because the speaker should be the focus, not the AV.

When it comes to optimal AV placement and use, "space permitting" is a huge consideration. Venues with low ceilings, low-hanging light fixtures, non-dimming lights or a great deal of ambient light, mirrors, or the dreaded columns or other obstructions may make the space less than ideal for the best AV setup. While you must work with what you have regarding space, it's good to know the optimal setup and use it whenever possible.

The audio portion of audiovisual equipment can make or break a session. People don't necessarily comment on the audio performance; they just leave the room if they can't hear properly. Therefore, it is important not only to listen to AV vendor recommendations for the best sound, but also to understand the different components and systems available. Input components in a sound system are those items that are "patched into" the sound system in order to be amplified, including microphones, CD players, and computers. Output components of a sound system are the pieces of equipment that actually amplify the sound: mixers, processors, amplifiers, and speakers.

Microphones

Understanding the many types of microphones is important, as specific situations call for specific mics. Mics can be a large AV cost area, so knowing which mic best fits your needs will help you to better manage those costs. Consider the following:

• Lectern - used when speaking from a lectern. ‰ Omnidirectional - used when you need to pick up sound from all directions (e.g., around a conference table when recording). Make sure not to use an omnidirectional mic at a lectern or in the front of the room if you don't want to hear every sneeze or paper rustling from the audience.
• Lavaliere/lapel - used when presenter needs hands free.
• Handheld - best for when the speaker walks around to get feedback from the audience. Whether it's wireless or not, the mic needs to transfer between presenters easily.
• Wired versus wireless - do not assume a wireless mic is required. Unless a presenter will be moving around the room among the audience (not just walking on stage or in the front of the room), wired mics are sufficient - and much less expensive. A wired lavaliere will work just fine for hands-free if the speaker is not "roaming." Wired microphones are more dependable in that the transmission is hard wired and will not go in and out in various locations in the room. Know the pros and cons of VHF and UHF systems for wireless mics; depending on the situation, one may work better than the other.

When it comes to the number of mics needed, the rule of thumb is one mic per two people for an informal panel discussion and one mic per person for a formal panel presentation. You should never use more than six wireless microphones in any room as more than six signals cannot be accommodated.

Mixers and Speakers

From the input device, sound signals travel to a mixer, which takes the inputs (i.e., microphones, CD players) and mixes to make them work in harmony with each other. Any time you are using more than one input device, a mixer will be required. Mixers typically are four-channel, so for two to four inputs, one mixer (four-channel) is used; for four to eight inputs, you will need two mixers. Balancing the signals to ensure the sound is clear and easily heard requires an equalizer. A technician should always be used in the room if five or more mics are being used. In order to make sure the audio portion of your session is optimized, you need to use amplifiers with enough power to drive the speakers in the sound system, but not to blast the people in the front row. There are three types of speaker systems:

1) Distributed speaker systems - in-house sound systems that are built into the ceilings of meeting rooms are an example of this type of system. Speakers are distributed around the room and are best for transmitting voices.

2) Cluster speaker systems - you determine the number of speakers required based on the size of the room and actual speakers or clusters of speakers are affixed to the ceiling of the room. This system is best for transmitting music.

3) Stack speaker systems - a good example is a rock concert, where a large stack of speakers is placed in the front of the room or on the stage and can be placed elsewhere in the room as well. This system is also used for transmitting music and can cause problems with music being too loud in some areas.

Choosing Your AV Partner 

Utilizing an AV company to partner with you is crucial. Some facilities have exclusive vendors, and most have in-house AV companies. Using an outside company (that may or may not travel with your meeting from location to location) is also a viable option. There are pros and cons of using each, including cost, availability of additional equipment, and storage space requirements.

Labor can be the majority of the expense involved with AV, so it is important to know what to look for in a partner company and their personnel. For more involved audiovisual, whether it be for general sessions, special events, or concurrent educational programs, check into the level of knowledge, training, and experience of the technicians for the AV company you are thinking of using. It is also important to know if labor is union or non-union as this can significantly impact costs. A good rule of thumb (at least for non-union labor) is that labor should be charged at 50 percent of "set" labor for "strike" labor (as it takes less time to tear down equipment than it does to set it up).

Vicky Betzig, CMP, is president/owner of Meetings Industry Consulting and has more than 20 years of experience in managing meetings, conferences, conventions, trade shows and events. She has extensive experience in the development, production, and facilitation of CMP study programs and is a nationally-recognized trainer, presenter, and author (the co-recipient of PCMA's 2004 Author of the Year Achievement Award) on a variety of meeting management topics. She can be contacted at vabetzig@mindspring.com.

The Certified Meeting Professional (CMP) designation, the foremost certification program of today's meetings, conventions, and expositions industry, recognizes those who have achieved the industry's highest standards of professionalism. For more information on obtaining the CMP?designation, please contact the Convention Industry Council at www.conventionindustry.org. For more information on PCMA's CMP programs, please visit www.pcma.org.