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Hints on handling AV By Ken Sien
But there's really no need to be. All you need is a knowledgeable, dependable AV company and a basic understanding of some of the tricks of the trade. The following tips, culled from years of on-site experience, should help you feel more comfortable. Types of microphones There are several types of microphones used by speakers and entertainers. The most common choices are: Lectern/podium mic: Lavalier mic: Table mic: Standing/aisle mic: |
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Wired vs. wireless microphones The biggest advantage of using a wireless microphone is the convenience and freedom of being able to move around the room without worrying about a cord. (Just be sure the mic has fresh batteries.) The disadvantage, depending on your AV budget, is the cost. The average cost of a wireless microphone ranges from $75 to $125 versus $25 to $30 for a hardwired microphone. In addition, you'll most likely need to order an audio mixer (a device that lets you control the sound on the microphones you use) if the wireless mic doesn't feature volume adjustment. If you're holding multiple concurrent sessions, ordering wireless mics for each room can be a very expensive proposition. For a general session, however, it makes sense to let speakers use the microphone with which they feel most comfortable. After all, they are addressing the entire group and their presentations should be as smooth as possible. Since some speakers may ask for a wireless mic on site, it's important to make sure your AV company approves the speakers' requests through you. (This guideline applies to all AV equipment added on site.) When given the choice, a speaker will almost always select a wireless microphone over a hardwired mic, not realizing the cost difference. When to order a microphone There are no specific rules on when a microphone is needed, but there are some general guidelines: If there are fewer than 60 people in the room, a microphone isn't necessary unless the presenter is soft-spoken or the ceiling height is 15 feet or more. If a speaker is pre-senting a multi-day seminar, however, you may want to order a mic to preserve his or her voice. If the session is being audiotaped, a mic is definitely required. When attendance is greater than 60 to 75, a microphone is recommended. Even though some speakers feel they can project sufficiently to a group of 100, it may be difficult for people in the back of the room to hear over background noises such as coughing, throat clearing or paper shuffling. Standing microphones for audience questions aren't necessary for sessions of less than 100 people. Many attendees already feel uncomfortable approaching a microphone and most likely won't use it for small meetings. For large groups where audience participation is part of the program, you'll need audience microphones and, of course, a mixer so that the volume on the different mics can be controlled. Audio mixers Audio mixers connect multiple pieces of sound equipment - such as microphones, cassette players, compact disc players, VCRs, and computers - to the public address (PA) system, and allow control over the volume level of each piece of equipment. While it varies from AV company to AV company and facility to facility, an audio mixer is generally needed when four or more microphones are required, or when a cassette player, CD player, VCR, or computer sound is connected to a PA system. The most commonly used audio mixer is a four-channel model, meaning you can connect four audio devices (such as one podium mic, one Lavalier mic, one standing mic and a cassette player) to the PA system. If more inputs are needed, additional four-channel mixer(s) can be added or an audio mixer with more inputs can be used. External PA systems Most meeting rooms in hotels and convention centers have a built-in PA system, except for small rooms of less than 1,000 square feet. But there are times when you'll want to use an external PA system, which involves renting speakers, an amplifier, a mixer, and microphone(s). External PA systems are typically used for general sessions, awards banquets, or special events using elaborate AV presentations or audio tracks that are in stereo or rich in sound. Depending on the size of the group and the need for quality sound, it's easy to spend up to several thousand dollars a day on an external PA system. When using a built-in PA system, on the other hand, you only need to pay for the mic and perhaps a mixer. Making the right AV decisions will come with experience. Meanwhile, make every effort to locate an AV company that you can trust and that will give you the guidance you need. ~ Ken Sien is an account executive at Confer-on, Inc. in Twinsburg, Ohio. |
Do you need a technician?
It's obvious that technicians are required for major audio-visual productions, but it also makes sense to have a technician in a meeting room in the following situations: General Sessions: An on-site technician can prevent and/or resolve problems quickly, which can save your organization time as well as embarrassment. If only a podium microphone, lavalier microphone, or overhead projector is being used, however, it's probably not necessary to hire a technician for the event. Important video/computer presentations: For important presentations involving video playback or multiple computers, you should definitely consider hiring a technician. Many speakers, after all, struggle to locate the "play" button on a VCR or adjust volume levels. A technician can cue the video for the speaker's signal to play the tape and adjust volume levels and light levels during the presentation. When multiple computers are used in a session, a technician can swiftly switch from one computer to another with little or no delay. 35mm xenon projector: This particular projector is usually used for important slide presentations, particularly for medical meetings. It can be intimidating to speakers, however, so it's always a good idea to hire a technician to operate it. In addition, bulbs on xenon projectors are very difficult to change should they blow during a session. Multiple Pieces of Equipment: A technician can be very helpful to speakers when multiple pieces of equipment are being used during a meeting. It's not uncommon, for example, for a 35mm projector, video playback, overhead projector, and computer projection to be used in a single session with multiple speakers. A technician can assist each speaker with the start of the presentation while adjusting light levels to help audience members see the screen. Multiple Microphones: If more than four microphones are being used, especially wireless microphones, it's wise to have a technician in the room to adjust volume levels so that each speaker can be heard without feedback problems. Lastly, ask your AV supplier to check with all speakers before their sessions regarding the operation of the equipment. Making sure that they know how to use their projectors and showing them the location of the light switches and how to adjust them, for example, can make for smoother presentations. Lighting problems solved Naturally, it's always beneficial to make the image on the projection screen as bright as possible. This objective can be achieved by lowering the lights in the meeting room, but in doing so there may not be enough light for attendees to take notes or read handouts. A much better alternative is to turn off the lights above the screen, which will greatly enhance the image. This may require contacting another department within the facility, however, and waiting 15 to 2O minutes. The solution? Ask your AV company or convention services manager to have the lights turned off above the screens when the meeting rooms and AV are being set up. Additional lighting considerations come into play when convening in an exhibit hall. Many exhibit halls (and some meeting rooms) only feature mercury vapor lighting. Mercury vapor lights are either completely on or off--the light level cannot be adjusted. What's even more important to keep in mind is that once mercury vapor lights are turned off, it takes about five to 10 minutes for them to come back to full illumination. In addition, projection in a room with this type of lighting yields a screen image that's not easily viewed. So be on the lookout for mercury vapor lights when conducting your site inspections. |
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Additional AV Tips
To avoid feedback you can simply turn down the volume of the mic, use an audio mixer, or turn off any PA speakers above the area where the main microphones are used. Find out if the meeting facility has any audio-visual policies or restrictions, such as patch fees (a charge from the facility if you use the in-house sound system for your mics) or union requirements. If you're considering booking a non-carpeted room in which microphones will be used, be sure to test the acoustics with a mic during your site inspection When ordering flipcharts (average price: $25), remember that you are actually renting the hardback easel (average price: $5), but you are buying the flipchart pad /average price: $20) Depending on how frequently it's used, one flipchart pad may last a week. If you order a flipchart for four days, you may be charged $25 a day for four days, totaling $100. But the actual charge should be $40 (hardback easel at $5 x 4 days = $20, plus a one-time charge of $20 for the pad), resulting in a savings of $60. If you'll be using draping for rear projection, request that the AV company place heavy weight on the bases that hold up the pipe and drape in the air. (Don't assume this will automatically be done.) When drape is elevated 12 to 16 feet, it becomes top-heavy and unstable. Request that back-up equipment be available on site (at no charge). Leave 35mm projector bulbs on except during long breaks. In most cases, the only time a bulb blows is when it is turned on. Negotiate to have a technician outside breakout rooms to stand by for problems. Trying to stay within budget is a concern for every organization, but sometimes selecting the least expensive piece of AV equipment is not always the best decision. |
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If you're like most meeting managers, you probably don't use Lavalier microphones, xenon projectors or multiple computers in your everyday life. You may, in fact, still need help programming your VCR. So it's only natural that you may be intimidated by coordinating the audiovisual component of a convention.