Successful Meetings - October 2008 - (Page 29)

Planner’s Workshop > On Site Creating Audiovisually Appealing Meetings By Fred De Sota 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 SUCCESSFUL MEETINGS OCTOBER 2008 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. 1:35:28 PM Size Screen 12-14 feet wide Up to 150 people 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. NKY_4.5 x 4.75_SM_Ad3.ai 6/26/08 P PET SHARKS HA in the Midwest’s BESTAQUARIUM AQ nkycvb.com/SM Where else can you ? http://www.nkycvb.com/SM

Table of Contents for the Digital Edition of Successful Meetings - October 2008

Successful Meetings - October 2008
Contents
Editor's Note
Supplier News
On the Record
Calendar
Planner News
Planner Spotlight
Personal Success
Technology Talk
Food &Beverage
Pre-Event
Tools of the Trade
On Site
Technology for Modern Meetings
A Tale of Two Cities
A Cast of Thousands
Places & Spaces
Mexican Destination Resorts
Spain
Austin
New Orleans
Lake Tahoe / Reno

Successful Meetings - October 2008

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