AV Equipment Guide for Conference Presenters

Professional conference presentations rely on quality audio-visual setup. Whether you're a first-time presenter or experienced speaker, understanding AV equipment helps you deliver polished presentations and troubleshoot common issues.

Projection and Display

Projectors

Key specifications to understand:

Lumens: Brightness measurement. Standard meeting rooms need 3000-4000 lumens; large conference venues need 5000+ lumens
Resolution: Higher is clearer. Look for 1080p (Full HD) minimum, 4K for detailed graphics
Contrast ratio: Affects image depth and readability in lit rooms
Throw distance: Distance from projector to screen—affects image size

Screens

Screen options for different settings:

Fixed screens: Permanent installation, best image quality
Motorised screens: Retract when not in use, professional appearance
Tripod screens: Portable, lower cost, suitable for smaller rooms
Rear projection: Projector behind screen—presenter doesn't block image

Screen Sizing

General guidelines for readability:

Furthest viewer should be no more than 8x screen height away
Closest viewer should be at least 2x screen height away
For 100 people in rows, minimum 3m wide screen recommended
Multiple screens for very large audiences

Large Format Displays (TVs)

Alternative to projection for smaller meetings:

65-85" displays suit 10-30 person meetings
Brighter and sharper than projection in lit rooms
No warm-up time required
Built-in speakers often sufficient for small groups

Audio Equipment

Microphone Types

Lapel/Lavalier Microphones

Clips to clothing, hands-free
Ideal for presenters who move around
Requires wireless transmitter/receiver
Tip: Clip to centre chest, avoid rustling fabrics

Headset Microphones

Worn over ear, mic near mouth
Consistent audio regardless of head movement
Preferred for active presenters
Less visible than handheld options

Handheld Microphones

Traditional speaking tool
Good for Q&A and panel discussions
Easy to pass between speakers
Tip: Hold 15-20cm from mouth, consistent distance

Lectern/Gooseneck Microphones

Fixed to lectern or podium
Presenter stays in one position
Adjust height for each speaker
Good for formal presentations

Audience Microphones

For Q&A sessions
Roving wireless handhelds
Standing microphone in aisle
Ceiling-mounted array microphones

Speaker Systems

PA (Public Address): Voice amplification for large rooms
Foldback monitors: Speakers facing presenter so they can hear themselves
Subwoofers: Add bass for video/music content
Distributed speakers: Multiple smaller speakers for even coverage

Connections and Cables

Video Connections

Know what your laptop has and what the venue provides:

HDMI: Most common, carries video and audio
USB-C/Thunderbolt: Modern laptops, may need adapter
VGA: Older standard, video only (separate audio cable needed)
DisplayPort: High quality, less common in venues

Essential Adapters

Bring your own to avoid compatibility issues:

USB-C to HDMI adapter
USB-C to VGA adapter (for older venues)
Mini DisplayPort to HDMI
HDMI extender/repeater for long cable runs

Wireless Presentation Systems

ClickShare, Barco, Airtame systems
No cables needed—connect via app or dongle
Ask venue what system is available
Test before your session

Presentation Best Practices

Before Your Presentation

Arrive early to test equipment (30-60 minutes minimum)
Connect laptop and verify display works
Test microphone—speak and walk around
Check audio plays from laptop through speakers
Locate room controls (lights, blinds, AV)
Know who to contact for technical support

Slide Design for Venues

Use 16:9 aspect ratio (matches most screens)
Large, readable fonts (minimum 24pt for body text)
High contrast colours (dark text on light, or vice versa)
Avoid red/green combinations (colour blindness)
Limit text—use visually compelling slides
Test videos play correctly (embed, don't link)

During Your Presentation

Stand to one side—don't block the screen
Use a presentation remote/clicker
Face the audience, glance at screen briefly
Project voice even with microphone
Have backup of presentation on USB drive

Common Issues and Solutions

Display Not Working

Check cable connections at both ends
Try laptop display settings (extend/duplicate)
Restart laptop if signal not detected
Try alternate cable or adapter
Check projector input source is correct

Audio Problems

No sound: Check laptop volume and output settings
Feedback/squeal: Lower microphone volume, increase distance from speakers
Echo: May be from online participants hearing themselves
Microphone cuts out: Check wireless battery, signal interference

Video Playback Issues

Embed videos in presentation rather than streaming
Have videos downloaded locally as backup
Test video audio plays through venue speakers
Check video codec compatibility

Conference Venues with Professional AV

KP Centre in Shailer Park provides professional AV facilities for corporate events:

Auditorium One: Full stage with professional sound, lighting, and projection for conferences up to 350
Auditorium Two: Meeting and training facilities for up to 200
Built-in equipment: Sound system, microphones, projector, and screen included
Technical support: Assistance available for setup and operation
Free parking: 200 spaces for delegates
Central location: Accessible from Brisbane and Gold Coast