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Technology - How to Use It Better

Presentation Technology for 21st Century Meetings

©2006 Heidi Welker, AVW-TELAV Audio Visual Solutions

Technology tools that increase the efficiency of meetings continue to evolve and advance.  Presentation Management, Webcasting, the Audience Response System and Digimic Name Handling System are some of the tools being used to streamline meetings as well as improve the communications and reach for the organizations hosting them.


Presentation Management is a service where a presentation technology solution provider will partner with your organization to manage the electronic presentation materials for educational sessions, training meetings or any other event where multiple presenters are involved.  Speakers may submit their electronic presentations in advance via a secure website, or on-site at the Speaker Ready Room.

Once submitted, the presentations are transferred electronically to the presenter’s assigned session room allowing for improved efficiencies during sessions and better service for speakers. This is a networked presentation management system that streamlines meetings by allowing show management to control the computer and audio visual equipment used in meeting rooms and the process of presentation submission.  This provides a convenience for presenters who no longer need to bring their own computers and eliminates equipment compatibility issues resulting in a smooth transition between presenters. And since the presentations are collected in one central location, they can be easily compiled for use after the event for webcasting or educational purposes.  The American Heart Association recently utilized Presentation Management for their Annual Meeting where over 2,800 presentations were delivered to 37 meeting rooms at the OrangeCountyConvention Center in Orlando, Florida.


Webcasting services provide a powerful and progressive addition to live events by expanding the audience and enhancing the program even for those in attendance. Events can be streamed live or archived for later viewing in both audio only or audio and video formats. Registration options capture relevant information about viewers as well as prevent unauthorized access to content by requiring viewers to enter a password to view the event. Webcasting applications include investor relations events, corporate/employee communications, training, continuing education and sales/marketing presentations and meetings.


 Another popular technology, Audience Response Systems, offers interactive database programs that produce instant reports from live input. Audience Response Systems enhance an event by involving the audience and offering a quick method to gather valuable information. They can also be used to streamline complex voting procedures. Delegates are given individual keypads and can answer multiple-choice questions or cast votes in real time, with results being tabulated and displayed moments later.


The Digimic Name Handling System is a digitally controlled group discussion system that provides a given chairperson the flexibility and discretion to control a meeting. A microprocessor centrally controls the microphones according to the program mode selected. The companion video monitor gives the chairperson instant visual feedback of each participant’s name and microphone position. Delegates request the floor by pressing a button on their individual microphone desk stand. An infinite number of requests can be stored in the order they are received. The system offers easy delegate identification, technician or delegate-activated microphones and a built-in speaker timer. The digimic microphone system is ideal for board or committee meetings or structured meetings where control by the chairperson is required.


Utilizing any of these tools in addition to your standard audio visual equipment can enhance your participants’ ability to communicate effectively and further the success of your event.


Author:  Heidi Welker, Director of Marketing, AVW-TELAV Audio Visual Solutions

AVW-TELAV Audio Visual Solutions offers a complete range of audio visual and presentation technology services throughout North America. These services include audio visual and computer equipment rental, event staging, simultaneous interpretation, presentation management, audience response and multi-microphone discussion systems, exhibit and tradeshow solutions, webcasting, press conferences and technical coordination for meetings, conventions, corporate events and trade shows.  AVW-TELAV also provides System Design and Integration Solutions.


For More Information: Please contact AVW-TELAV at phone: (800) 868-6886; Web site:; e-mail:


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