This page is designed to facilitate Your work with some technical information and useful advice.
Each event, irrespective of its nature, must be founded on reliable technical background which is to be state-of-the-art as a fundamental requirement. However the purchase of these equipment would represent a considerable cost factor, moreover a staff with competent technical skills should also be supplied.
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About the technical background of events
In meetings held for a great number of participants, one of the milestones to communication is perfect sound reinforcement from microphones to discussion equipment, which is one of the most complicated forms. If the meeting is chaired by a presidency, its members are advised to have desk-top microphones ahead. As a general rule fixed or portable (i.e. wireless) devices are used for the audience to take the floor.
The microphone clipped on the crease-edge allows free movement for the speaker. With regard to discussion equipment, a device is placed in front of each or every 2-3 participants. The person wishing to get the floor has to push a button to indicate his/her intention.
High-standard sound technics are of vital importance, yet built-in sound studios are mainly established in congress centres only. In general assemblies or plenary sessions, drawing the minutes in shorthand can be substituted by complete sound recording.
Imagery and the combination of image and sound facilitates the understanding of the presentation. The most popular cover PC presentations, the use of overhead, slide and general projectors, video and film projection. The equipment and the projection screen are an essential accessory to each of these forms. Moreover, in certain cases, darkening the room should also be borne in mind.
The use of projectors that, when connected to a laptop, can perfectly show the presentations prepared at home is becoming more and more popular. For a relatively big audience, the so-called video projector can show the PC image on a screen with several meters in dimension.
Owing to the general use of voting equipment, the possibility of establishing interactive connection with the participants - whereby they can make prompt feedback - is provided from the very beginning of the presentation.
The speaker can also benefit from using a laser pointer, which is the modern form of the telescope pointer.
The use of lamps and directional lights requires preliminary planning and, above all, practised operating staff.
International conferences frequently require interpretation services and equipment. Portable interpretation booths can be erected in rooms without built-in compartments. When established, due care should be taken of sound insulation, and the interpreters should have clear view of the whole room but should not be visible, if possible. The participants can listen to the translations in the individual languages in their headphones.
The most frequent mode of interpretation is synchronous - also called simultaneous - interpretation, when translation goes simultaneous with live speech. In consecutive interpretation, the speaker's words are translated at the end of a chain of ideas. Simultaneous interpreters always work in pairs to guarantee their permanently high-standard availability.
Types of events - examples
From seminars for a small audience to mega-events with several thousand participants, meetings have multiple names and types. The success of event management always requires the selection of rooms and equipment that best suit the character of the meeting.
Briefing: gathering of people responsible for or interested in a specific topic; actually refers to a meeting with information supplied.
Presentation: exposé of pre-invited speakers in a specific topic.
Forum: predominantly held after general assemblies or congresses; its important element is free expression of opinions.
Roundtable: an efficient form for a scarce number of participants; those sitting around the table are equal; contributions are informal and not protocol.
Conference: usually has a pre-defined program and agenda; the audience can react, raise questions, criticise or dispute.
Congress: typically invited to discuss a topic; the participants are members of a professional, cultural, religious or other group; meetings are held in parallel sections over several days; chiefly rather formal.
General assembly: the highest level, general and formal meeting of organisations, clubs, associations or societies; held as frequent as provided in the articles of association; the agenda is communicated in advance; the reports of the board members are followed by votes of the audience in issues to be decided.
Brainstorming meeting: held in small groups to solve a specific topic; each comment is recorded and later assessed.
Panel discussion: two or three persons invited clash their opinion under the leadership of a rapporteur; the audience may put up questions.
Plenary session: a generally ceremonial event held according to a strictly designed agenda; attended by all the authorised participants.
Poster section: popular meeting point in conferences that attach importance to visualising the results and scientific researches. Each participant gets a poster to illustrate the last results of his/her work. Those interested can have free conversation with the presenter in front of the poster.
Seminar: instructional or training type meeting with the passive participation of the audience.
Symposium: the experts of a specific topic speak for an audience proficient in the issue; the discussion is followed by recommendations drafted.
Teleconference: the participants are physically distant but can hear or see and hear one another with the help of technics; is of utmost importance in the introduction of certain scientific processes that cannot be produced in other places.
Workshop: a small group guided by a leader tries to find answers to the questions raised.
U shaped: ideal for banquets or gala dinners where a speech is held. If the arm of the U is very long, those sitting at the far end cannot see those who sit at the narrow end, in which case this version is unreasonable.
Horseshoe shaped: the only difference from the previous are the rounded tables in the corner of the narrow end.
Square table form: ideal if communication requires all the participants to see one another. A discussion equipment is frequently used in such cases, meaning that a microphone is placed in front of each participant. When held for a great number of participants, it can be especially spectacular to decorate the free space amongst the tables with flowers.
School desk or classroom style: perfect for seminars and instructional meetings. The audience is seated to narrow tables to facilitate taking notes. Visual aids are also easy to place.
Theatre or auditorium style: frequent in conferences with many participants, especially in rooms with a stage in the front. Those sitting on the outermost seats should also have clear view of the stage events. It has several variants: side chairs ending in a semi-circle; all the chairs create a semi-circle; the auditorium is U shaped.
Board style: a big-size, oval table is determinant among the furniture. Its advantage is that everyone can see everyone and room is also left for notes. A buffet table is typically also placed beside this table, to help the participants serve themselves.
E-shaped furnishing: reasonable in banquets or set receptions where there is scarcity of room. The prominent guests sit at the shorter side that combines the three arms of E.
Source: Dr. Hilda Faragó: Organising tourist events and congresses
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