Exploring Conference Setups and AV Equipment Needs

Organizing a conference requires careful planning, and one of the key aspects is choosing the conference setup. The layout not only influences the event’s atmosphere but also affects the kind of audio-visual (AV) equipment required. Let’s explore some common conference styles and the AV solutions that best complement them.

Theatre Style

Theatre style is the most straightforward conference setup, with rows of chairs facing the stage or focal point. This arrangement is ideal for large audiences and presentations, maximizing seating capacity.

Best AV Equipment:

• Microphones: A podium microphone or a lapel microphone (also called a lavalier) is suitable for speakers who remain stationary or need to move slightly. For panel discussions, individual push-to-talk tabletop microphones are practical and avoid the potential for feedback.
• Projection & Sound: A projector and screen or large LED displays ensure visibility for slides or videos. Pair these with ceiling-mounted speakers for clear audio delivery.

Cabaret Style

In cabaret style, small round tables are arranged with chairs on three sides, leaving the side facing the speaker empty. This setup fosters collaboration and is common for workshops or dinners with presentations.

Best AV Equipment:

• Microphones: A handheld wireless microphone is ideal for interactive sessions, allowing participants to contribute easily. For presenters, a lapel (lavalier) microphone provides clarity and mobility.
• Projection & Sound: Use tabletop projectors for intimate group activities or central screens for everyone to view. Place portable speakers around the room to maintain balanced sound.

U-Shaped Table

A U-shaped conference setup is excellent for board meetings, small training sessions, or discussions. Participants sit around three sides of the U, creating an open, interactive environment.

Best AV Equipment:

• Microphones:  A conference microphone system can also facilitate clear communication. These microphones can be one per person or shared, one between two. They are usually ‘push to talk’ but can be controlled centrally or by the Chair
• Projection & Sound: A dual-sided screen or interactive whiteboards are great for fostering engagement. Compact, directional speakers help maintain sound focus within the intimate setup.

Boardroom Style

Conference setup ionBoardroom style feature a single table with participants seated around it. It’s a classic choice for executive meetings or brainstorming sessions.

Best AV Equipment:

• Microphones: Use table-mounted gooseneck microphones for individual clarity or a central boundary microphone for group discussions.
• Projection & Sound: A central flat-screen display or interactive touchscreen encourages collaboration, while discreet ceiling speakers ensure audio coverage without intruding on the space.

Classroom Style

Classroom-style seating places participants at tables, facing the front. This style of conference setup is ideal for note-taking and training sessions.

Best AV Equipment:

• Microphones: A lapel microphone for the presenter and a few handheld microphones for audience questions are effective. The number of such microphones will vary with the size of the room and the audience, which will dictate how easy it is to reach those wishing to participate.
• Projection & Sound: Ensure all participants can see with large projectors or multiple monitors. Distributed speakers help deliver clear audio evenly.

Simultaneous Interpretation for Multilingual Meetings

For multilingual events, whatever the format, simultaneous interpretation ensures everyone can follow along in their preferred language. Equipment for simultaneous interpretation includes Interpretation booths house interpreters who translate in real-time, transmitting audio through wireless receivers and headsets provided to attendees. When planning for this, consider infrared or radio-frequency transmission systems, and ensure the interpreters have a dedicated audio feed via splitter boxes or a central audio system. Integrating this system with wireless microphones for speakers and panellists guarantees smooth communication.

Making Meetings Hybrid

Hybrid meetings combine in-person and virtual attendance, allowing broader participation. Key AV equipment includes high-quality pan-tilt-zoom (PTZ) cameras to capture live feeds, beamforming microphones for clear audio, and video conferencing platforms like Zoom or Teams for virtual attendees. Invest in a hardware video switcher to provide dynamic video views. A reliable internet connection and backup systems are essential to maintain seamless interaction between in-person and remote participants. Proper integration of AV and conferencing software creates an engaging, inclusive hybrid environment.

Choosing the Right AV Partner

Understanding the interplay between setup and AV equipment is vital for a seamless event. Consult AV professionals, like the team at Interpretation Solutions Ltd to fine-tune your needs, ensuring microphones and other tools are compatible with the venue’s acoustics and layout. A well-planned setup with the right equipment not only enhances the event experience but also leaves a lasting impression on attendees.

Like to know more? You can contact Interpretation Solutions Ltd at enquiries@interpretationsolutions.co.uk or +44 (0) 20 3488 3847