The Right Screen And Projector Can Be Everything

Do you need help selecting the correct projection screen for your upcoming meeting or event? Does this always seem to be a problem?

Don’t worry because you are not alone. Video projection screens are known for their wide variety of size and shape offerings, but it can be a confusing ordeal with so many options.

Knowing how large you’d like your screen to be is a significant factor to decide before selecting your projector, as the screen should be large enough to accommodate viewing ease for that last row of attendees in the room.

Planners don’t want a screen that can’t be seen by all of their attendees, and AV companies don’t want to select a video projector that can’t accommodate the video projection screen.

Luckily, once you’ve selected the event location and seating layout, the screen decision comes down to just a few factors.

  • How many people are attending
  • The venue’s ceiling height
  • The content’s aspect ratio (16:9 or 4:3)
  • Throw Distance
  • How bright the projectors should be for image clarity.


So, the hotel salesperson says that the location you’ve selected will fit the “x” number of attendees. Does that calculation include AV?

Chances are if it does calculate AV, the calculation didn’t take into account YOUR AV and seating arrangement.

Let’s start with the anticipated guest count vs. how many people can fit into the room. The hotel’s brochure or website is a good starting point to get information about how many people will fit in different seating arrangements, keeping in mind a few miscalculations.

If your meeting expects less than 100 attendees, a tripod screen is a fantastic option for saving space while providing excellent sightlines for your attendees.

Tripod Screens come in several varieties, with the most common being 6′ and 8′ sizes. Both can be converted from a 16:9 aspect ratio to 4:3 with ease. The legs are typically adjustable, allowing AV teams to account for ceiling height issues easily.

We recommend a larger screen for audiences with more than 100 attendees, typically called a Fast Fold Screen. Professionally installed and removed by your AV provider, these screens come in several size options ranging from 6’x8′ to 12’x22′.

It’s always best to coordinate your anticipated AV needs before selecting the space if your meeting will require larger production.


Diagrams are available from most venues that reflect many dimensions, including ceiling height. But, suppose the ceiling height isn’t easily available.

In that case, the hotel can conduct a pre-event survey with your Audio-Visual production team to ensure the anticipated screen size won’t conflict with the room’s ceiling height.


Throw distance is the distance from the projector’s lens to the screen required to ensure the image fills the screen and doesn’t have extra “border” space.

Be careful when selecting your venue because some rooms aren’t large enough to accommodate the space needed between larger screens and a perfectly matched projector. We always like to help determine the throw distance and the best placement for your projector and screen.

“Measure twice and cut once”!


The aspect ratio is less of a problem these days, but something to consider. The aspect ratio refers to the shape of the screen based on the width to height.

The typical aspect ratio for today’s video content is 16:9 (Wide Screen Format), which means that for every 16 feet of width, there will be 9 feet of height. As stated, almost all content created today will be in 16:9.


Yes, the projector that your office owns might work, as in turn-on. However, it’s important to remember that not all projectors and screens WORK together. As the screen option sizes increase, so does the required brightness (measured in lumens).

If you think about the projector as a flashlight, the light’s width on a surface increases the further away you are. Hence, the bigger the screen versus the screen’s distance equals the need for a brighter light.

Trouble is certainly ahead if your attendees can’t see the images on your screens clearly due to a dim projector.

These steps are a fantastic starting point for choosing the right screen and then the right projector. But, be aware there may be unforeseen factors to consider since no two locations are alike.

The Honest AV team will help you ensure every guest has excellent sightlines to easily see your presentations.


Are you planning a hybrid, live, or virtual event?

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