Have you ever calculated how much money your company loses from a presentation that doesn’t look sharp from the third row?
Imagine the scene: Your CEO takes the stage at the CCIB or at a hotel in Diagonal Mar. The lights go down. He starts presenting the annual balance sheet full of data in Excel. And then, the screen flickers or, worse, the brightness is so low that the numbers are unreadable because you’ve been set up with a living room TV instead of professional equipment.
At that precise moment, the credibility of months of work is diluted.
At Edgar Vasquez Audiovisual Services after years of managing technical production in venues such as Fira Gran Via and business hotels in Barcelona, we have confirmed an uncomfortable reality: 80% of the information we retain in a corporate event enters through the eyes.
Many customers contact us looking for “a big TV”, without considering that the choice of visual support is a strategic decision, not just a logistical one. A support monitor for a Keynote is not the same as a screen for a booth at MWC where you are competing for visual attention against technological giants.
In this comprehensive guide, we break down the technical and logistical criteria to ensure that your message gets across clearly to your audience, eliminating the risk of technical error.
One of the most common mistakes when planning a corporate event is to think that any screen will do. Often, when a company is looking to rent a tv in Barcelona they ask us: ‘Can’t I just bring the TV from the office?
The short answer is no. The technical answer has three pillars that differentiate professional equipment from consumer equipment:
At an event, you don’t control the surrounding lighting 100%. In venues such as the glass pavilion of Fira Gran Via or hotel rooms with large windows, a domestic TV acts as a mirror due to its glossy panel. We work exclusively with professional monitors with matte or semi-matte finish, designed to dissipate reflections and ensure that the content is readable from any angle, even under direct spotlights.
A trade show event requires the screen to be on for 10 to 12 hours at a time for 4 days. Domestic equipment suffers from overheating and loss of brightness after a few hours. Industrial (Digital Signage) monitors are thermally shielded to operate without failure during marathon days.
Corporate image is everything. Professional monitors feature slim, symmetrical bezels, without intrusive front logos of consumer brands or distracting red standby lights. We look for a flawless finish that blends in with the architecture of your booth.
Choosing the right inches is not a matter of taste, it is a mathematical formula for visibility. In our experience setting up from small breakout rooms to plenaries, we apply the following scalable logic:
Use: Exclusively as a support for the speaker (placed on the floor or lectern) or to screen agendas at the event reception. Viewing distance: 1 to 2 meters. Context: Do not try to use this size to screen content to an audience; it is invisible beyond the first row.
Use: Meeting rooms (up to 10-15 people) and modular trade show booths. Viewing distance: 2 to 5 meters. Advantage: It is the perfect balance between visual impact and ease of integration in small spaces. Ideal for one-to-one product demos.
Use: Medium conference rooms (30-60 people) or main visual in design booths. Viewing distance: +5 meters. Why choose it over projection? In rooms with lots of ambient light, an 85″ monitor offers far superior contrast and color saturation than a standard projector, ensuring that black is black and not washed out gray.
This is where Project Managers (Laura) must be extremely cautious. In the market there are suppliers that offer “65 inch screen rental” without specifying anything else. This is technical Russian roulette.
It is vital to demand the technical data sheet of the equipment before contracting. Many generalist suppliers take advantage of the ambiguity to install low-end televisions purchased in large stores, which are not prepared for intensive use.
Five years ago, a corporate client contacted us in the middle of a crisis during a pharmaceutical event. They had hired another supplier who promised them “state-of-the-art screens”. However, when they arrived at the booth on the day of the installation, they were met with an unpleasant surprise: they had installed domestic TVs from a low-cost brand, totally different from what had been promised, with thick bezels of shiny plastic and poor image quality.
The customer was outraged: the image of his laboratory was compromised by equipment that looked like it had been bought in a supermarket sale. We were called in to sort out the mess.
In record time, we remove that equipment and install Professional Digital Signage Monitors (specific for Digital Signage), designed for high level digital signage. The difference was abysmal: sharpness, superior brightness and sober corporate aesthetics. That client was so satisfied with the transparency and technical quality that, since that day, he has been working exclusively with us for 5 continuous years.
Technology is only half of success. The other half is how it is presented. Nothing ruins a premium corporate image more than a tangle of wires hanging behind a rusty bracket.
They are the most versatile option for temporary events where wall drilling is not possible.
Our requirement: We use design supports (generally black or chrome), with approved stable bases to avoid overturning in transit areas.
Cable management: Signal and power cables should be routed inside the support tube. The visual result should be clean.
If you have hired a design or carpentry booth, the screen must be wall-mounted.
Foresight: It is vital to inform the booth builder that we need “reinforcing timbers” behind the wall. A 75″ screen weighs considerably; it cannot be hung on plasterboard or thin melamine without structural reinforcement.
Managing audiovisuals in Barcelona has its peculiarities. It is not the same to deliver to an office in Paseo de Gracia than to coordinate the entrance to the loading dock of Fira Gran Via during the MWC assembly.
At large trade fairs, entry times are millimetrically assigned. Arriving late means missing the unloading shift. Our team plans logistics with safety margins, knowing in advance the regulations of each site (reflective vests, safety shoes, vehicle passes).
Large format screens (75″ and up) do not fit in standard elevators. Planning ahead involves measuring access. We perform a pre-validation of the venue to ensure that the equipment arrives at the venue without incident.
When you organize an event at Fira Barcelona (Gran Via or Montjuïc), the physical location of your audiovisual supplier is no longer a minor detail but a critical success factor.
Technical contingencies happen: a client decides at the last minute that he needs an extra screen in the VIP lounge, or an external transport is delayed. If your supplier comes from another city or country, your ability to maneuver is nil.
By choosing a local company such as Edgar Vasquez Audiovisual Services strategically located near the fairgrounds, you get an operational safety net.
Our warehouses and technicians are just minutes away, allowing us to replenish, change or extend material almost instantly.
Fira Barcelona is a logistical labyrinth. Knowing which forklift to use in Hall 8, where to manage vehicle passes or how to avoid bottlenecks at the supplier entrance saves hours of stress. A local partner knows the security personnel and shortcuts around the show floor, ensuring that your screens are up and running while other suppliers are still queuing at the loading dock.
The moment of panic: you connect the laptop and the screen says “No Signal”. To avoid this, we applied a redundancy and compatibility protocol.
We assume nothing. Our technicians travel with an arsenal of adapters:
HDMI (the standard).
USB-C (for new MacBooks and ultra-thin laptops).
DisplayPort and Mini-DisplayPort.
For stands where the content is a looping video, we recommend avoiding the use of dedicated computers. Professional monitors have reliable integrated players (System on Chip) that read USBs. Pro tip: Always bring your content on two different USB sticks and in .MP4 format (H.264 codec), the universal standard that never fails.
As we have outlined in this guide, the visual success of your event does not depend on luck, but on physics, optics and an honest choice of material.
Choosing the right screen – the right size for the distance and the right professional model designed for digital signage – is what differentiates a corporate event from a home event. Your brand deserves to be presented with maximum clarity and security, with no wires in sight and no unpleasant surprises with low-end equipment.
The Bridge: From Theory to Execution Understanding these specifications is the first step. The second is to have a partner who has the actual stock, local logistics and professional ethics to install exactly what was promised. Don’t risk carrying delicate equipment or wrangling with last-minute configurations.
Do you have an event on your agenda? If you need to ensure the visibility of your presentation or booth with verified professional equipment, we take care of the whole cycle: from initial technical advice to set-up and dismantling.
Contact our team to receive a customized technical proposal and secure your equipment in advance.
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