How do I set up a conference room for a presentation?
Screen and Seating
Place the screen at the front of the room, at a height where the bottom is at least 4 feet off the floor. Arrange seating in theater or classroom style facing the screen.
Leave a clear line of sight from every seat. Avoid pillars or equipment blocking views. If the room is large, use a second screen.
- Screen size: at least 1/6 of the distance to the farthest viewer
- Seating: theater style for short talks, classroom for longer sessions
- Aisle: at least 3 feet wide
Lighting and Sound
Dim lights near the screen but keep enough light on the speaker and audience. Use separate controls for front and back lights if possible.
Test the microphone and speakers before the presentation. For rooms larger than 30 feet, use a microphone. Check for echoes or dead spots.
- Avoid placing speakers behind the presenter
- Use a lavalier or headset mic for hands-free speaking
- Have spare batteries and cables
Equipment and Comfort
Set up the projector, laptop, and any other devices on a table at the front. Provide power strips and extension cords. Test all connections.
Ensure the room is comfortable: temperature around 68-72°F, water available, and adequate ventilation. Place a clock where the speaker can see it.
- Arrive early to test equipment
- Have a backup plan if technology fails
- Provide notepads and pens if needed
Common mistakes
- Placing the screen too high or too low, causing neck strain.
- Not testing audio equipment, leading to technical difficulties.
- Forgetting to check sightlines from all seats.
