Audiovisual Space Requirements
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Depending on the venue and the type of event, the AV space needs may
be minor, or they can take up 10% of the space. Determine if there is
an adequate sound system in place already, or if one will have to be
set up. Will it be possible to wall mount speakers, or will it be necessary
to place them on stands around the room, which will take away people
space (allow for the empty space needed in front of the speakers, as
it will be uncomfortable for guests to be too close to them).
For a rear projection screen (which provides the best image) the ceiling
height will need to be 22 feet or higher and it will require at least
25 feet left empty behind it. For conventional projectors, it is best
for sight lines if they are ceiling mounted (with a control booth somewhere
in the space or in an adjacent room). If that is not an available option,
then any seating arrangement must take the lines of projection into
consideration.
If smaller screens are being used, a test run should be done with someone
sitting as far away as the rearmost guests will be seated to make sure
that visibility and sound are not an issue. For more complex presentations,
it will often be necessary to allow space somewhere on the venue floor
for the sound and light technicians’ control consoles.
AV space needs should be included on the master floor plan along with
what kind of electric and cabling needs are required for the equipment,
as this may affect AV placement.
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Event Planning 101
Chapter 4: Technical/Staging Requirements & Considerations
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