Audio Visual Hints and Tips - A AAudio Data Vision Conference Hire

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Audio Visual Hints and Tips

How do I select the correct screen size?

The screen to the audience distance is an important factor of a successful presentation setup. Two general rules for determining the distance are:

  • the distance from the screen to the first row of seats should be 1/2 the screen width
  • the distance from the screen to the last row of seats should be 1/6 the screen width
  • no row of seats should be any wider than its distance from the screen for satisfactory viewing

What resolution do I need?

Modern projectors generally fall into 3 categories of resolution:

  • 800 x 600 - SVGA (Super Video Graphics Array)
  • 1024 x 768 - XGA (eXtended Graphics Array)
  • 1280 x 1024 - SXGA (Super eXtended Graphics Array)

The resolution choice depends on the application and the resolution of the computer equipment you use. In Windows screen resolution can be checked by right clicking on the desktop, selecting properties then settings. The resolution is shown in the bottom left hand corner of the settings window (Win XP) as 2 figures. These are the horizontal and vertical resolution.

The projector should match the resolution desired. The resolution the presentation was designed in should be considered also.

How is an LCD Data Projector set up?

A data projector lens projects asymmetrically. The data projector should be set up with the lens mounted just above the lower edge of the screen and central to the screen width. The low mounting height allows the projector to be mounted in front of the audience without obscuring their view.

How is an Overhead Projector set up?

An overhead projector should be placed on top of a cart or a table - approximately 75 to 90 cm high for ease of use. The projector needs to positioned central to the screen, both vertically and horizontally otherwise the image will be distorted.

How is a Slide Projector set up?

The major differences between setting up an overhead projector are in setting the mounting height and catering for the projector's zoom capability. A table or support with adjustable legs is preferable for placing the slide projector on. As with an overhead projector, it must be placed with the lens centered on the screen both horizontally and vertically. The image from a slide projector has a 2:3 aspect ratio. For a professional result it is preferable to adjust the top and the bottom of the screen so that the projected images fill the screen. Adjust the zoom lens to place the projector near the back of a room so that it doesnít obscure the audienceís view.

I havn't used a camcorder before - can you help?

Sure. Here is a list of tips for making the best use of your camcorder.

  1. Don't use the zoom function during a shot
  2. Use a tripod to avoid camera shaking
  3. Do not pan (sideways movement) or tilt (vertical movement) too quickly.
  4. Aim for an even light source eg. avoid windows when indoors and moving into shadow when outdoors
  5. Clean your lens before any shots are taken
  6. Use a set of isolating headphones to ensure the sound pickup by the camcorder is acceptable
  7. Use an external microphone if you are having problems picking up sounds

I have never used an LCD Data Projector - How does is work?

LCD Data projectors are simple to use and produce high quality images. Usually LCD projectors are used with a notebook computer running a presentation software package such as Microsoft PowerPoint. Each projector includes an AC cable, VGA cable (15 pin male to male), remote control and RCA cables for video.

While hooking up a data projector to a computer, the devices should be turned off. Plug in the VGA cable supplied with the projector to the VGA port on the back of the notebook computer, then plug in the other end into a DATA IN socket on the Data projector. Turn on the data projector before the computer. If the computer is a laptop computer and the data projector isnít projecting a picture, then it is possible that the laptop isnít sending a signal to the projector. Activating the external VGA port generally involves pressing the FN (function) Key combined with one of the "F" keys (usually F5 or F7). The F key is usually labeled "CRT/LCD" or may have a symbol of a computer monitor on it.

For the video connection, an RCA or S-Video cable is run from the video source device to the projector (socket Video 1 or 2). The video input can be selected from either the remote or the projector ("Video" or "Mode"). Adjustments to color and brightness can be made through the menu. Most projectors have an internal sound system with a low power speaker built in that is designed for the audio from video or for PC based audio.

The projector should not be turned off without letting the lamp cool off first. Repeated power downs without lamp cooling will cause premature lamp failure. Replacement lamps are expensive so helping maximize the lamp life means we can offer a lower cost rental service. To set the projector to lamp cooling mode press the power off button on the top of the data projector. In cooling mode, the fan runs but the lamp is off. When the lamp is cool enough the projector turns itself off.

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