Successful Meetings - October 2008 - (Page 30) Planner’s Workshop SAFE WITH SOUND > On Site Creating Audiovisually Appealing Meetings Number of Attendees per Sound Speaker When it comes to sound Fewer than 50 No speakers required attendees amplification, follow this 50- 100 simple model: Gatherings of attendees fewer than 50 typically don’t 150- 200 require a sound source, attendees while groups of 50 to 100 150- 200 require one speaker. For attendees each additional 50 atten200- 250 dees, another speaker attendees should be added. Two other factors to congraphic requires louder sound, as does a sider are room layout and audience room at maximum capacity. makeup. In regard to room layout, theater-style seating presents a more comLET THERE BE LIGHT pressed seating arrangement and There are three main reasons to considrequires less audio-enhancement, while er additional lighting. First, lighting can a more spread-out classroom setting typeffectively enhance a backdrop and ically requires more. Audience makeup— emphasize decoration. Second, light can age and number—is also something to be used to focus the attention on the take into account, as an older demo- 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. OCTOBER 2008 SUCCESSFUL MEETINGS http://meet-me-in-springfield.com http://meet-me-in-springfield.com http://www.renaissancelasvegas.com http://www.renaissancelasvegas.com
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