What to look out for with AV equipment for a corporate event in a hotel?

The short answer

At a hotel event, don’t automatically count on the in-house equipment, because it is often basic and shared between rooms. Check the room dimensions, the natural light, the power supply and the available equipment in advance, and bring your own kit wherever the hotel falls short. That way you can be sure the picture and sound match your programme rather than the average meeting.

A hotel room is not a presentation space

Hotel rooms are designed for flexible use: a dinner today, a meeting tomorrow, a presentation the day after. That means the equipment is often a compromise. A single screen, a basic sound system and lighting tuned for atmosphere rather than legibility.

• The in-house equipment is usually general, not aimed at presentations
• Equipment is sometimes shared between several rooms
• What is sufficient for a small meeting falls short for a larger audience

So always assess the room against your specific programme. The general approach for this can be found in the checklist for event venues.

Check the room thoroughly in advance

A hotel room often looks different empty than it does full. Walk through the space with your programme in mind and pay attention to the things that cannot be moved.

What to look out for

1. Dimensions and height in relation to your audience
2. Natural light through windows, and whether it can be blacked out
3. Location and number of power sockets and circuits
4. Pillars, lamps or low ceilings that block the view
5. The acoustics: does the room echo or does it dampen the sound

This exploration is best done with the structured approach from the article on checking a venue technically.

Picture and light in a hotel room

Many hotel rooms have large windows to let in daylight. That is pleasant for the atmosphere, but tricky for a projector. In a bright room a screen is almost always the better choice, because it produces its own light and stays legible.

• Lots of daylight: choose a screen over projection
• A large audience in a deep room: consider extra or larger displays
• Check whether the available screen size suits your back row

You can read the full trade-off between the two media in the comparison between screen and projector. For a polished presentation in a corporate setting, the service for presentations and conferences is set up for exactly that.

Coordinate setup and your own equipment

Because hotel rooms are used intensively, setup time is sometimes tight. Ask in advance when the room is available and whether anything is taking place before or after your event. If you want to bring your own equipment because the in-house kit falls short, arrange that with the hotel in good time.

• Ask for the exact time at which the room is accessible
• Check whether there is room for a test and rehearsal
• Report in good time if you are bringing your own picture or sound

In short

At a hotel event, the in-house equipment is a starting point, not a certainty. Check the room thoroughly for dimensions, light and power, choose deliberately between screen and projection, and bring your own kit wherever the hotel falls short. Arrange that in advance and your AV will fit your programme seamlessly rather than the average use of the room.