2. THE USE OF TECHNOLOGY IN
MEETINGS, CONVENTIONS, AND
At present, many meetings,conventions and exhibitions use
traditional audiovisual equipment as well as new technological
innovations in their presenations. Traditional audiovisual
equipment includes projection media such as overhead
projectors,slide projectors, 16 mm movies, videocassettes as well
as non-projections media susch as chalkboards,white boards,flip
charts ad easels.New technlogies include electronic writing
boards,videoconferencing and closed circuit televesion.
3. over head Projector -----> Overhead projectors require a
projection screen to be set up in front of the room.Visibility may
be limited because of room obstructions or distance to the back
of the room. For good visibility, not exceeding 60 participants.The
Most renet innovation regarding overhead projectors has been
the introduction of an LCD projection panel. This is a special
attachment that sits on top a standard overhead projector and is
attched to a personal computer, The LCD panel projects
whatever is on the computer monitor, making it large enough to
be seen by the audience. The introduction of this computer
attachment has proven to be valuable in training seminars.
4. The following are the advantages of using
1. The Slides are Easy to transport
2. The Speaker can face the audience while using
over- head lines
3. The room dos not have to be completely dark for
overhead transparencies to be effective.
4. The equipment is user friendly.
5. SLIDE PROJECTOR
A third type is the holographic projector that can create a realistic
three-dimensional image in space without the use of a screen.
These prectors are expensive. Slide projectors remain the
preferred audiovisual instrument of most speakers an will likely
remain as such in the years ahead.
The Following are the advantages of using slide projectors:
Slides are compact and convinient to transport.
. Slides project clear, detailed imgaes.
. Addtional or replacement slides are easily acommodated in the slide
. Slide Projectors are simple to use and require minimum training.
. Most Slide Projectors can be connected to an audio-sync tape recorder
o provide music and/ or a narrative accompaniment.
6. CHALK BOARDS, WHITEBOARDS AND FLIP CHARTS
-----> Chalkboards are messy. The recent innovation in chalk
boards has been in the change of their color from black to
green. If the speaker insistson a chalkboard , he should use an
assortment of the different colored chalk in order to make the
presentation lively and interesting.
----> The whiteboard is a vast improvement over the
chalkboard. It use a dry-erase marker instead of chalk as the
writing instru-mt. The whiteboard is cleaner and certainly
7. Electronic Whiteboard
---> A technological improvement is the use of electronic whiteboard.
Panasonic’s Panolax is an electronic whiteboard that reproduces
everything written or taped to it. The board measures 4 feet high by 8 feet
in width, when a copy of material on the board is required , the operator
pushes a button and an arm slides across to photocopy everything on the
board. An 8 1/2 by 11-inch sheet is producedthat can be photocopied in
adequate quantity for everyone in the meeting.
FLIPCHARTS AND EASELS
-----> The flipchart has been used in meetings for many years.
It is usally used for groups that are less than 50 persons . It is
appropriate for training meetings which the presenter records
ideas for the training meetings in which the presenter records
ideas for the audience during a brainstorming session.
8. Videotape Recorders
At present, film projectors have been replaced by videotape
recorders. Videotape recorders video tape recordeders
display events or a sequence of events with movement as
compared to still photographs, overhead transparencies,
9. 1. Videos cam be substituted for live demonstration especially when expensive
equipment or long periods of time may be needed to do the complete
2. videos have replay capabilities.
3. Videos can be substituted for either demonstration or speakers when the
subject matter needs to be repeated in different sessions.
4. Video recordings are easily transported and a minimum amount of training
is required to use the playback equipment.
5. Videos can be substituted for experet speakers when the speakers is not
available for the specific dates requested or is very expensive.
10. VIDEO CONFERENCING
----> Video conferencing is defined by the International
Teleconferencing Association as a telecommunication system that
combines audio and video media that provides both voice
communication and motion video images. It includes transmissions
with one-way video and two-way audio as well as two-way video and
two-way audio transmissions. The main reason why video
conferencencing has never replaced face-toface meetings is because
corporations and associations believe that there is no substitution for
human interaction during meetings.
11. Technology has influenced the planning phase of meetings,
conventions and exhibitions. At present,there are several software
packages, which are useful for the meeting planner. By using
these types of software packages, meeting planners and
association they represent are benefited by increased effeciency,
greater control and cost savings.
12. The Following are exam1ples of how software technology benefits
On-site registration - with the help of current software, only one assistant is
needed to register attendees where ordinarily seven or eight are needed.
Logistics- Computers allow the planner to print name badges,signs and even tickets
in-house . More than 600 name badges can be printed in less than 20 minutes . These
Badges are of typeset quality. The is also technology that allows the planner to make 2-
foot-by-3-foot signs form what is on an 81/2-inch-by-inch sheet of paper.
Site Selection - Selecting the hotel or resort where a meeting will be held can be
simplified on the computer. Using the planner’s criteria, a database consisting of
hundreds of properties can be accessed to provide a comprehensive list of the
properties that will meet the needs of the group.
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Room layouts - Technology gives meeting planners the ability to design a room layout that
incorporate actual features of the room such as pillars, podium , stage or registration area.
Meeting evaluation and analysis - Today’s meeting planner can with the use software,
provide basic data, design their own evaluation tools to be administered thy deem necessary.
Evaluation surveys allow the meeting planners to better serve their constituents.
Dekstop publishing - With dekstop publishing, sophisticated communication materials such
as meeting bruchores and association magazines can be produced in-house on a computer
screen rather than having than tyepset through an outside agency.
14. At present, meeting attendees are becoming more sophisticated in their
needs and expectations. Business centers, telecomunication technology
and computerized check-in/check-out are the technologies meeting
attendees to conduct important business while attendng the meeting ,
convention or exhibition. Often, attendees rely on this technology to
complete business transactions that may have been started during the
meeting or conference. Business centers, once considered a luxury,
have become the nerve center of the hotel, allowign meeting attendees
to use state-of-the-art telecommunications at any time of the day or
15. 1. Discuss the role technology plays in providing outstanding services to
participants in meetings, conventions and exhibitions.
2.Describe the different types of technology used within the industry.
3. Explain how various types of technology are used within the industry .
4. Discuss rhe positive and negative effects of video conferencin.