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AGM planning made easier

PLANNING an annual general meeting can pose a headache.

Blacksheep Productions have released a set of tips to help ensure an AGM runs smoothly.

They suggest it is important to create a clear agenda and ensure there are plenty of copies.

Any technical crew should be provided with a copy of the agenda and copies of speeches, brochures and PowerPoint presentations

A full rehearsal well in advance gives everyone presenting during the meeting a chance to stand behind the lectern, use the microphone, check lighting levels and generally get comfortable on stage.

All PowerPoint slides should be run through at least once.

Using a media splitter for sound recording ensures there is no mad scramble to put extra, unsightly media microphones on the lectern at the last minute. It also helps both television and radio media with their sound feeds.

Nearly all meetings are videotaped or photographed so it is important the presenters are well lit.

There should be at least three lights on the lectern – one from each side of the auditorium and one from behind.

Always ensure at least one, if not two, hand-held radio microphones are available for question and answer sessions.

The audience should have enough leg room, a good clear line of sight to the speaker.

Screens and the house lights should be low enough so they can read but not so low that the audience can go to sleep.

If there is an audience of more than 300 people, it may be as well to project the speaker live to screen.

Using technology to its utmost can make all the difference. Webcasting enables a live or archived version of the event to be sent to viewers around the world instantaneously.

Blacksheep suggest avoiding the use of lapel microphones as a good lectern microphone gives a better quality of sound.

They also advise engaging a professional audio visual company to look after all technical aspects of the event, rather than relying on inexperienced crew.

Finally, they remind speakers to be well-prepared and keep notes numbered in case they get out of order.

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