Our photo slideshows are frequently ordered as entertainment for parties. Many times, these parties are for wedding receptions or large anniversary or birthday parties at restaurants and country clubs. It's not always simple to know how to set up a slideshow for guests in these situations! But here is some advice on the best ways to do it, based on our experiences.

THERE ARE TWO MAIN OPTIONS FOR SHOWING THE SLIDESHOW.

First, consider how you want to display the slide show presentation for your guests.

– Project the slideshow on a screen or wall, so a large number of people can see it, theater-style. This is the most common method for large parties and events. If the party is held in a private home, a large-screen television may suffice.

– Run the slideshow on a television that's set off to the side of the party. The slideshow runs continuously on a loop, and guests stand and watch the show at their convenience during the party. The television can also be set up next to the guest book or entrance table.

While most people prefer to show the slideshow "theater-style" as the main attraction, the television-in-the-corner is a good backup idea. It can work especially well for events like receptions, where it can sometimes be difficult to coordinate a projector and a screen.

WHAT EQUIPMENT DO I NEED FOR THE PROJECTION METHOD?

– A DVD player, to play the DVD slideshow disc.
– A video projector, to enlarge and project the video image.
– A large screen or solid white/cream wall, where the video will appear.
– A sound system, to handle the audio so everyone can hear it.
Let's examine these four components.

DVD PLAYER

You may be able to unhook your own DVD player and take it to the event. Most newer DVD players are extremely thin and light. Plus, by using your own player, you can avoid any compatibility problems. If your DVD slideshow plays in your DVD player at home, it will also work at the event.
   The event facility where you are having your party may also have a DVD player available for use. Just be sure to check compatibility ahead of time. Either try out your DVD slide show presentation disc on the facility's player before the event, or write down the player's make and model so we can check it for you. We have run into very few compatibility issues, but it's always smart to check, just in case.

VIDEO PROJECTOR

There are many kinds of video projectors, generally ranging in price from $500 to $1500. So we do not advise purchasing a projector just for your event! Many camera and A/V supply companies rent projectors and screens. (See below for a list of southeastern Pennsylvania companies.) Your event's facility may also offer a projector.
   Most projectors are able to connect to a DVD player or VCR. Make sure the projector and the DVD player both have at least one of the following types of video connections: composite video (yellow plug), S-video (round plug with small holes), or component video (red, blue, and green plugs).
   The brighter the room, the higher brightness level the projector should have. This means a higher level of "lumens" in the projector's specs. However, remember that the lights in an event facility room can often be dimmed or turned off completely, which is the best solution for room brightness. Consult with your facility about how the brightness of the room can be handled.
   Look for a projector with a high contrast ratio, which will provide better quality video.
   Ask the company that is renting the projector for their guidance, and describe your facility's setup to them. They will be able to advise you on the best projector for your needs.
   While some projectors have speakers, these are usually small and unsuitable for a large audience to hear. You'll need a separate setup for your audio, which we cover below.

SCREEN

You will need a screen to show the projected image. Before renting a screen, first examine your event's facility. Is there a large, plain, white or cream wall situated near where your guests will be seated? If so, that may be acceptable for your video, and save you the effort of coordinating a screen. But if the wall is in an awkward position for guests to see it, not very large, or adorned with pictures or other intrusive elements, a screen is the way to go.
   An 8–10 foot screen works fine for most presentations. Another measure: screen height should be approximately equal to 1/6 the distance from the screen to the last row of seats. This enables the furthest people to be able to read text in the video.
   The first row of seats should be approximately 2 screen heights away.
   The bottom of the screen should be a minimum of 4 feet above the audience's feet. This enables people in the back of the room to see the entire screen over others' heads.
   Screens can be rented from A/V and party supply companies. Your facility may also be able to provide you with a screen, especially if they handle corporate events.
   A screen and projector combination is necessary if your guest list includes more than 50 people, or if you have a large or long arrangement of tables. Make sure everyone can see it!
   If you are inviting fewer than 50 people, you may be able to get away with using a television instead of a projector and screen. Depending on the size of the TV available, its screen may be large enough and the audio output may be suitable too. It is best if your facility can provide the TV, since they are heavy and hard to transport. And definitely test it out first. Put your slideshow on the TV and sit at the furthest table. Are you comfortable watching it? Is the picture too small? Will you be able to hear it when many people are in the room making background noise? Will it be uncomfortable for someone to watch a 20-minute slideshow at this distance? If so, then a projector and screen may be preferable.

SOUND AND AUDIO

The slideshow's audio is usually the most troublesome aspect of coordinating projection for a slide show presentation. The audio provided by a projector's speakers will almost definitely be too soft for an audience to hear. If you are using a television for a small group, the audio from the television should work fine, but again, be careful and only use the TV method for small audiences.
    If you're using a projector, you will need to get the audio from your DVD player hooked into some kind of sound system. We recommend asking your facility how best to accomplish this. They may be able to hook your DVD player directly into the room's sound system, which is the easiest solution.
    If your event will have a DJ or a band, you may also be able to coordinate your audio with them. You can connect the audio output of the DVD player to an audio input on their speaker system. Make sure you coordinate this operation with the musicians first, however.
    You can also bring your own audio receiver and speakers, if you or a friend owns this equipment. Timeless DVD has presented photo slideshows often using this method. While it requires you to lug along additional pieces of equipment, the upside is that you directly control the sound and no coordination is needed with others. The process is simple: First, you place the receiver next to the DVD player and projector and plug the DVD player's audio outputs (red and white) into the receiver. Next, you place the speakers on either side of the screen and connect them to the receiver with speaker wire (just make sure to tape it down so no one trips). This is a particularly good solution if you are holding your event at a location that may lack a sound system, such as a church reception hall or a community facility.
    Finally, a wire-free way to handle audio is to use a microphone. Connect the DVD player's audio outputs to the projector and hold a microphone up to the projector's little speaker. This does require a microphone that is connected to the DJ or band's equipment, or one that is provided by your facility. It's not the smoothest or most professional method, but it does work.

SOUTHEASTERN PENNSYLVANIA RENTAL SOURCES

For listings in your area, see "Audio-Visual Equipment and Supplies" in your Yellow Pages.

A.L.N. Audio Visual
Rents presentation equipment, including projectors, displays and accessories.
Phoenixville, PA.

APA Music and Pictures
Rentals of projectors and other equipment with a focus on customer service.
Warminster, PA.

Barrie Audio Video
Rents a wide selection of projectors and other A/V equipment.
Souderton, PA.

ESG Systems
Offering a wide range of professional audio and visual equipment in warehouse.
Allentown, PA.

Good Times Rental (George's Tool Rental)
Despite the name, company provides useful list of A/V equipment as well as party rentals.
Doylestown, PA.

JMW Entertainment Group
Offers rentals of screens and projectors, as well as programming and DJ services.
Wallingford, PA.

Pleasant Valley Audio
"Most up-to-date rental inventory," serving A/V needs in the entire mid-Atlantic region.
Conshohocken, PA.

Rental World / A to Z Party Rental
Provides projectors, screens, and related rentals.
Offices in Lansdale, Limerick, and Spring House, PA.

Spotlight Video Productions
Offering rentals of projectors, monitors, and other related equipment.
Bryn Mawr, PA.

Visual Sound
Large inventory of well maintained state-of-the-art A/V equipment.
Offices in Broomall, Allentown, and Harrisburg.

Zeo Brothers Productions
Full selection of projectors, screens, and other related staging equipment.
Hatboro, PA.