Other Practicalities

It is useful for speakers to number their slides and to stick a coloured dot on the top of each one so that in the unfortunate case of a carousel being dropped (not an uncommon occurrence) they can be put back in the same order and up the correct way with ease.

‘Blackout’ (darkening of the room) will be essential for the slides to be effective. If using front projection the projector and stand will be placed between the rows of seats, the distance between the projector and screen being dictated by the size of image required and the size of the projector lens.

Front And Back Projection

Images from a data or slide projector can be projected onto a screen either:

• in front of the screen: front projection
• or from behind the screen: back or rear projection

 

Back projection looks neater as the projector does not need to be placed in the middle of the room, between the rows of seats, but it does require space behind the screen which can cut down the room’s seating capacity. It is important to inform speakers if back projection is to be used if using 35mm slides they will need to be loaded in the correct order but back to front.

Overhead Projector (Ohp)

Clear acetate sheets (also called transparencies) are placed over a light-box which is then magnified and projected on to the screen. The height of the projection can be altered, as can the clarity of the image. The transparencies can be prepared in advance by the speaker, or if, for example, asking for examples or comments from the audience, they can be written on during the talk using special fibre tip pens in an assortment of colours. Graphics can be produced onto acetate as well as text, and with the aid of a simple word processor and/or desk top publishing software professional-looking transparencies can be created.

The OHP needs to be located in front of the screen and cannot be operated remotely, therefore it can be distracting for the audience. An OHP is more commonly used in lecture/academic presentations where the style of delivery of the presentation is less critical. If using an OHP, a spare bulb is essential.

Sound Systems And Related Items

Obviously it is essential that the delegates can hear the speakers. Be aware that the ability of sound to be absorbed and reflected means that the acoustics of an empty or full room will be quite different. Ambient(existing) noise, including the air conditioning unit if present, should be at a minimum, and the room should not be subject to external disturbances.

To Ensure The Speaker Can Be Heard

Microphones

Through the use of a microphone an amplifier allows the volume of the speaker’s voice/presentation aids to be adjusted to suitable levels. Some people who are generally softly spoken will be unable to project their voice very far without sounding like they are shouting, so it is essential that a sound system is in place.

Microphones can be hand-held, or more usually placed on an adjustable stand. They can also be placed on ‘table-top’ stands.

Radio And Roving Mikes

Some speakers, especially those who naturally tend to be more animated or who like to move around the stage, will be better suited to a radio mike which can be a tie-clip or hand-held microphone, which transmits the radio signal to the amplifier. In a similar way you could use the cordless radio or roving mike which can be passed around the audience at question time. As these microphones are battery powered, ensure you have spare batteries available.

A word of warning about using roving mikes – it is useful if one of your staff can ‘control’ its whereabouts as it is passed around the audience so that any delegates with an axe to grind or someone who is going off at a tangent cannot get hold of it and refuse to let go.