Audio/Video Equipment for your Reunion

The party's set, the food is on the tables, the guests have all arrived and then you push "play" on the DVD player... and guess what?

Nothing happens.

Avoid an encounter with the technology gremlins. About a month before your reunion, you should have a talk with your event manager and ask about equipment needed the night of your party. He/she may put you in touch with their audio/visual coordinator or may handle the discussion him/herself.

VIDEO
For DVD or PowerPoint playback you'll want to discuss:
1. A playback source for DVDs or CDs

a. If you have a Standard Definition (SD) DVD, you'll need a (SD) or Blu-Ray Player (either a DVD player or a computer with a DVD player).

b. If it's a Blu-Ray DVD you're playing, only a Blu-Ray Player will work.

c. If it's a CD for a slide show, a laptop with a DVD player will work.

Make sure you test your media on the actual player you are going to use BEFORE THE PARTY.

2. Projection system. The intensity of the bulb is measured in lumens. Our projector happens to have 3,500 lumens, and the darker the room, the clearer and brighter the picture will be. If you are celebrating outside or in a room that is all glass and daylight, you are at a disadvantage no matter what projection system you are using, but the more lumens the better.

3. The Screen. A large movie screen 10x10 or 12x12 or a 108 inch plasma will work for a large crowd. Small TVs won't have the same impact.

4. Sound Reinforcement. You'll need a sound system with amplification and speakers, as well as a microphone for speeches (unless your DJ supplies one). If more than one person is going to speak, you'll need multiple microphones, and then you'll need a mixer as well.

5. Technician. And don't forget you'll need someone to run everything. The last thing you'll want to be messing with the equipment when you should be enjoying the reunion.

6. Costs. The hotel will be happy to charge you a pretty penny to rent all this and offer someone to run it. It could cost well over $800-1,000. If your video company can help you out with a favor in regards to any of this, count it a blessing. If not, and you have the money, this is something worth spending the big bucks for IF YOU HAVE THE CONTENT TO MERIT IT. But think about it. If it's just a slide show for 5 minutes, save the money. You can always put it up on your website.

At our reunion, we're planning to maximize the use of our projection system. We'll have a 6 minute party launch video, and then silent slide shows of classmates, memorabilia, and trivia throughout the night as video "wallpaper."
So it's your call as to whether video playback is worth having.

But remember, if you do decide to have playback, test everything on the system you are going to use BEFORE the day of the reunion. You don't want any surprises.

Any thoughts from you?

Comments

Anonymous said…
I am Bonnie from D-Vision Video, we are the company that is creating the video for the Livingston High School Class of '69 Reunion and providing the projection system. I agree with all the thoughts Marilyn mentioned in her post and I want to add a little more emphasis.

Often people on the committee may volunteer to provide a projector they borrow from work and attempt to play their reunion videos on their laptop. Probably the most important aspect of your video is going to be the sound. The audio that is provided through the speakers of your computer would never be able to be heard by anyone in the room. As Marilyn said, you need some way to amplify your audio signal. If you don't have a speaker system there are still a couple of options to consider.

If you are having a dj, you might be able to plug into his system and the audio will come directly from his speakers. Just make sure you check with him before hand to make sure he brings the correct cables.

If you are having your reunion in a hotel ballroom, it is very likely that they have an in-house stereo system in the room, with speakers in the ceiling. Again, make sure you check with the hotel before you proceed.

I also don't recommend using a laptop to play your DVD. As I am sure you are all aware, computers, especially laptops, can be a bit finicky. You don't want your computer to freeze in the middle of playing your video. A regular DVD player, like the ones you have attached to your television or portable ones that you might have for your kids, are much more dependable.

Another important piece of advice for the person providing the Projection system is to make sure they arrive at the venue a good hour before the event begins. Even if they have provided you with a diagram of the room, you can't really predict where the best place for the projection system and the screen will be until the night of the event. By getting there early, you can pick your spot and even ask the catering staff to move some tables for you if necessary. We spend that time hooking up the system and also putting tape on the floor to mark where the projector and screen will be in case we need to set up during the party itself.

Having a great video will lead to lots of conversation. Enjoy!!

Bonnie Durkin
D-Vision
973-927-1588
Check out our video samples at:
http://www.vimeo.com/dvisionvideo/videos

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