It is important that you establish early on in the planning process what is available in the venue of your choice, what each speaker’s requirements are, and the costs involved. Do not take for granted the condition and quality if using in-house equipment. Without a specialist to look after it the equipment may be out-dated, have intermittent faults or be of low quality.
Looking At The Choice Of Visual Projection
Traditionally presentations were given with the aid of an
overhead projector (OHP) or by
slide projection (35mm). These are still used today, but becoming more popular are computer generated presentations, made by commonly available software to produce an assortment of visual imagery, such as Powerpoint.
The benefit of a more technical presentation in terms of projection equipment, when used well, is dramatically increased visual stimulation for the delegates. The down side is that the more sophisticated equipment involved, the more room there could be for error, which could, in
the worst case scenario, result in a flustered speaker with no visual aids and a room full of bored and restless delegates. However, as data projectors are now mainstream and compatibility issues with PCs and laptops are minimal, problems are far less likely.
Computer Generated Graphics/Powerpoint
Software is readily available which enables a presentation to be generated on a personal computer and then digitally projected onto a standard projection screen. The result can be extremely effective, and can include audio as well as visual effects. Photographs, text, diagrams and computer generated imagery can be combined to make interesting and memorable presentations.
Unfortunately even more memorable is when such a presentation breaks down, and it is vital to ensure that the technician or person in charge of the AV is aware of the version of software that has been used to create it. This is to ensure that the computer, leads and cables are compatible. It is also possible, and preferable, to transfer the presentation in advance on to a disk, CD Rom, memory stick or have the presentation forwarded by email, so that it can be loaded onto the event computer that has been preloaded with the appropriate software.
Video Projection
Presenters may wish to use video footage to illustrate their talk. A television and a standard domestic video recorder would be unsuitable for any more than a very few delegates. Alternatives are to use either a very large monitor, which may be impractical, a ‘video wall’ which could be costly, or to simply have the video feed plugged
into a video/data projector so that the video image can be projected onto a normal screen.
Video tapes come in different formats (VHS, Super VHS, High-Band U-Matic or Betacam which is broadcast quality). Be sure that you ascertain the format and inform the supplier of the video equipment.
Slide Projection
35 mm slides (also sometimes called transparencies) can be still photographs, drawings, diagrams, text, etc.
Your Options
- Using a dissolve unit makes it possible to use two projectors consecutively, allowing one image to fade out as another fades in, making for a very smooth transition.
- Other sophisticated techniques are also available and your AV technician will be able to discuss your requirements and advise on the options currently available.
- The projector can be operated manually or using cable or an infra-red remote control. The remote control allows the speaker to remain at his/her presentation point and move the slides on when required.
Types Of Slide
It is wise to encourage speakers to use glass-mounted slides if possible. Slides that are not glass-mounted can be affected by the heat of the lamp if the projector is in constant use and can also get caught in the projector. An argument is sometimes raised regarding glass mounts,
that if dropped or damaged in transit the broken glass can pierce the slide, damaging the slide irreparably. This is a valid point, but one that has to be weighed up against the same slide being damaged in the projector. Glass replacement slide mounts can be purchased in all good camera shops and it is possible to re-mount slides already produced using plastic mounts.