Equipment for conferences: technical equipment of the conference room

Krympress reports:

A successful conference is impossible without high -quality technical equipment. Whether it is a business meeting, a training seminar or an international forum, the comfort of the participants, the productivity of communication and the overall image of the event directly depend on the work of the equipment. In this material, we will analyze what Equipment for conferences It is necessary that the equipment differs depending on the scale of the event, and how to approach the choice of technology.

Basic equipment conference hall: what must be

Any conference room, regardless of size and purpose, should be equipped with a minimum of equipment that provides comfortable measures. The basic set of equipment includes:

Audiosystem

• Microphones (table, loop, radio microphones)
• Acoustic columns
• Mixer remote control

Good audibility is the key to successful communication. It is especially important to provide microphones for protruding and sound distribution systems throughout the hall.

Projection and visual equipment

• Projectors or LED screens
• Screen (mobile or stationary)
• TVs or monitors for speakers and moderators

Such equipment is necessary to demonstrate presentations, video and graphic materials. In small halls, one projector may be enough, in large ones it is preferable to use a video station or several displays.

Video conferences system (VKS)

• Cameras with PTZ function (panoraming, slope, zoom)
• Conference Platform (Zoom, Microsoft Teams, Webex, etc.)
• Codes for video transmission and audio

The VKS allows you to connect remote participants, broadcast online events and write them down for subsequent viewing.

Presentation management equipment

• Laptops or PCs with connection to projectors
• Clickers/Slide shows control panels
• Cammers or interactive panels

It is important for the speaker not only to perform, but also to manage materials, demonstrating their audiences in a convenient form.

Lighting system

• General and stage lighting
• Adjustable brightness
• Highlighting the scene/stands

Lighting should be adapted for shooting, reading texts and visual perception of information.

Additional equipment: advanced capabilities

For measures of a higher level or with special requirements, additional equipment is used:

• The synchronous translation system is for international conferences.
• Interactive boards and Touch panels-for discussions and brainstorming.
• voting systems — when making decisions in real time.
• Hall control system — centralized control of light, sound, air conditioning through a tablet or panel.
• Wi-Fi Routers of high power is a stable connection for all participants.

Equipment of conference rooms: differences depending on the scale

Small Hall (up to 20 people)

For negotiation rooms or small seminars enough:

• one projector or screen;
• desktop microphone;
• pairs of columns;
• laptop with a presentation;
• Simple camera for a VKS.

The main attention is for compactness, ease of use and speed of settings.

Middle Hall (from 20 to 100 people)

It is required here:

• a more powerful acoustic system;
• several types of microphones (stationary, radio microphones);
• high-bright projector or LED panel;
• several cameras and monitors;
• Multimedia management system.

It is important to provide technical solutions for a flexible transformation of space.

Large conference room (from 100 people)

For large -scale forums and congresses, you need:

• professional sounding system;
• synchronous translation system;
• video walls or large LED screens;
• several professional cameras;
• equipment for online broadcasts and records;
• voting and interactive participation system.

Such a hall requires a team of technical specialists, and the equipment should be fault -tolerant.

How to choose equipment, taking into account plans and tasks

When choosing technical equipment, it is necessary to rely on several key factors:

The format of the event

• Online, offline or hybrid?
• Do I need to broadcast what is happening on the Internet?
• Will there be remote speakers or participants?

The number of participants

• How many people will be in the hall?
• Will there be a seedling in a row or around the table?
• Is synchronous translation required?

Frequency of use

• Permanent events or one -time?
• Are there technical personnel?

Presentation requirements

• Are multimedia presentations planned?
• Is interactive interaction required?

Budget

• Budget capabilities strongly affect the choice between the purchase and rental of equipment.
• It is worth considering the future costs of maintenance and updating equipment.

Buying, renting or integration: what to choose?

Equipment options are divided into three main categories:

Constant equipment (purchase)

Actual for companies regularly conducting measures. Pros — a complete setting for their needs, saving in the long term. Minus is a high cost at the start.

Equipment rental

Suitable for one -time events or with a lack of budget. Pros — access to modern technologies without service costs. Minus — limited flexibility and dependence on contractors.

Hybrid model

Part of the equipment is bought (for example, an audio system and screens), the rest is rented as necessary (translation, broadcast, etc.). This approach allows you to optimally distribute the budget.

Practical tips for organizing technical equipment

• Contact professionals — experienced contractors will help you choose the right equipment for the event format.
• Testing is a mandatory stage before the event.
• Consider backup equipment — it is especially important when broadcasts and international forums.
• Provide technical support on the spot — at least one engineer should be present throughout the event.
• Take care of ergonomics — cables, racks, equipment should not interfere with the participants.

Technical equipment of a conference hall is not just a set of devices, but the basis of a high-quality event. It depends on the correct choice of equipment how comfortable and productively every participant will feel: from the organizer to the viewer. Consider the goals, format, number of participants and the budget — and then the equipment will not become an obstacle, but an assistant in achieving the goals of your conference.

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