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How To Create an Effective Presentation Space
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Business New Haven
11/12/2001
By: Anne-Marie Brungard
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Sharing data is an essential component of today's business environment. From corporate boardrooms to mid-level management, from training personnel to sales presentations, evermore companies are addressing the need to integrate presentation and communications technology into their work sites.
The days of rolling in the portable slide projector are over. Technologies have emerged utilizing software such as PowerPoint, accessing CDs and DVDs and other graphic interfaces to enhance presentations and meetings. But capturing the attention of one's audience and conveying concise and clear information in a dynamic way is only one part of the equation. If your meeting space is inadequate or obsolete, your company's message may be lost.
Whether you are planning a sales presentation from a VCR, financial planning from a desktop computer, marketing reviews from a laptop or training seminars with streaming video and an Internet connection, an ever-widening array of technologies are available to meet your needs. But one must consider the environment that works for the technology. So where does it all come together?
If your company is considering adding either a training room or a technologically equipped meeting room, consider the basics:
• How many people will use the room? Is it a boardroom, teleconference room or a training room? Dedicated space or flexible-use space? What seating arrangements are planned? This discussion will help to determine the size of the room necessary and outline potential placement of your equipment.
• What kind of data do you want to share or are you sharing now? Are you mainly using video, PowerPoint, data, voice, 3-D models, computer documents, etc.? What presentation environment will you be using: large-screen vs. desktop computers? The options are nearly endless. Paring those options will help to determine your equipment and meeting-space needs.
• If you are considering videoconferencing as part of your meeting room, think about the need for a large monitor and high-speed ISDN phone line. (Desktop systems work over high-speed local area networks and even regular phone lines). Most systems now permit the sharing of documents and applications in real time. Electronic whiteboards and 3-D object cameras are additional peripherals.
Consider your lighting needs: Lighting is often overlooked in meeting spaces. For example, if your company has a room with floor-to-ceiling windows and skylights, you will want to consider different viewing screens than a company with less natural lighting.
Presentation environments may require different lighting accommodations. For videoconferencing certain lighting is more appropriate than others. Ambient lighting offers the ability to do presentations with the lights on. No need to fumble for light switches so that your audience can view the screen.
Be careful not to build in drop lighting (such as large chandeliers) before projector-placement decisions have been made.
Consider your sound needs: The room's acoustical characteristics can impact the overall success of the presentation.
If your planned meeting space is very large, consider surround-sound options.
If you are considering building a room that divides into smaller meeting spaces, then think about dividing the audio as well. It is important that adjoining rooms are not adversely affected by neighboring meetings.
Consider your presenter needs: All equipment should be easy to use. Even those less-than-confident presenters can be given a head start with centralized control systems for curtains and lighting.
If possible, wire all devices into one central remote-control unit.
Will you be using one large retractable screen with an LCD projector? If you are sharing spreadsheets or concise data, a projector with higher resolution or greater brightness may be the best option.
Where is the appropriate space for microphone installation, or are portable systems your choice?
Consider your contractor needs: Presentation-technology experts suggest that a team approach to planning for your presentation or teleconference room will help to coordinate all the elements. You may choose to work with an architect and an audiovisual consultant.
Where building is an option, it is best to start this process early, before building plans are defined. Cable and wiring considerations should coordinate with construction needs.
Think about the placement of support poles or beams in the room. Will your trainees be peeking around poles to see the screen?
Choose your presentation and communications sales professionals carefully. Are they listening to your real needs? Are they abreast of the latest technology? Are they certified in their field? They should be able to provide assessment, environmental design consulting, system integration and training.
For additional information, contact the International Communications Industries Association, which ensures the credibility of its worldwide membership, and supplies ongoing education, training and support program, at www.icia.org.
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