Booth demos and presentations: coordinate images, voice and the program

Choose a guided demo, visitor interaction or presentation

In a guided demo, the product lead controls the sequence and explains the actions. In an interactive experience, visitors make choices and need a way back to the start. A scheduled presentation brings a group together for a shared sequence. Combine formats when the schedule and ownership of each transition are clear.

Have the relevant specialists review demonstrations involving machinery, moving parts or special effects against the event’s requirements. This guide prepares AV coordination; the product owner defines and supervises product operation.

Define what visitors need to see

Record whether visitors see the product itself, its interface, a camera image or a file. If a detail is only visible up close, propose a larger image for technical review. Choose examples that can be explained without opening real customer information.

Prepare content for the confirmed destination. Presenter and visitor displays may need different messages. Coordinate image routing and distribution with the video lead; you do not need to select software to describe the requirement.

Put the program into a shared worksheet

Scroll the table sideways. With a keyboard, focus it and use the arrow keys.

Coordinate voice and clips with conversation space

List the sources people need to hear: presenter, product, clip or questions. Establish whether sales meetings must continue at the same time. Then compare close conversation, voice reinforcement or individual listening, based on the scope and use conditions.

For a specific reference, NAB Show New York 2026 rules keep presentations and audiences within the contracted space and regulate sound. Confirm your own event’s current policy, how it is checked and who handles adjustment requests. Use the limit and checking method specified by that event.

Prepare a clearly identified alternative to the live demo

If the application or connection is unavailable, the client can approve an explanation using images or a recording clearly labeled as such. Agree what the presenter will say and who decides to switch. Supporting video must represent the function accurately and must not be described as a live run.

Separate a product issue from the AV signal path: the product lead confirms the application, while the AV operator checks image and sound within the agreed scope. The network team handles the contracted connection. This helps route the question to the right person.

Define the listening zone alongside conversation space

Separate what visitors must hear from what can be read or seen. Close conversation may suit one-to-one explanations; a group presentation needs its listening area reviewed with the audio provider. Clips can use captions and sound only where it supports the program.

Assess individual listening only with a plan for reception, equipment handout, return and assistance. Ask the provider to confirm the model, event suitability and expected listening experience; individual listening does not establish acoustic isolation. If the product demonstrates sound itself, describe that as a specific activity.

Mark the speaker, intended listening area and conversation area on the sketch. Ask the audio lead and organizer to agree a review of voice, clips and overlapping activities. Record the actual procedure and results; an equipment volume setting does not establish compliance with show policy.

Agree a review before opening

• Ask the product lead to walk through the planned sequence with authorized content.
• Arrange for the operator to check the planned sources and destinations within the agreed scope.
• Presenter and operator agree how to request start, change, pause and close.
• The host reviews visitor waiting and the handoff to a conversation.
• Record actual results and open items, with an owner and program impact.

A documented case for discussing scope

The linked case documents LED display installation and sound supply for a booth. It credits Eventos Globales, under common management with GLMedia. Use it as an image and sound reference when planning your own booth program.

For your project, GLMedia can prepare image, playback and technical operation options, and coordinate sound when included in the agreed scope. The proposal should identify each party’s contribution and the services ordered through the event.

Planning worksheet

Use this worksheet with product, content and operations teams. It is a planning template; complete review results only after the relevant check takes place.

Download editable text worksheet