Projector and Screen Size for Events: How Big and How Far

A slide show at a wedding or fundraiser looks simple until the back tables squint at a screen the size of a bed sheet. Screen size, seat distance and brightness work together. This guide uses a published rule of thumb and a quick sizing chart for banquet rooms and tents in Chicago.

The viewing distance rule

AV industry guidance commonly uses a family of rules based on screen height (H):

• Closest viewer: at least about 1.5 to 2 times H from the screen.
• Detail viewing (spreadsheets, small text): the farthest viewer within about 4 times H.
• General presentations and slides: the farthest viewer within about 6 times H.
• Video and photos only: the farthest viewer within about 8 times H.

These are rules of thumb. Use the 6-times rule if your content includes any text.

Quick size chart

Screen width for a 16:9 picture is about 1.78 times the height. For a 4:3 picture, the width is about 1.33 times. Most modern content is 16:9.

Brightness and room light

A projector's brightness is rated in lumens. The brighter the room, the more lumens you need. Banquet rooms with candlelit tables need less than a tent with sunlight leaking through. Rather than trusting a number, ask the AV vendor to match the projector to your room and tell them the lighting level. Typical ways to help:

• Dim the lights near the screen. Lights directly above the screen wash out the image.
• Use a front or rear projection setup. Rear projection hides the projector behind the screen and keeps people from walking through the beam, but needs depth behind the screen.
• Choose a high-contrast screen for bright rooms.
• Keep the screen out of direct sun. In a tent, face the screen away from open sidewalls.

For the lighting side of a presentation, see corporate stage lighting basics.

Where the projector goes

Projectors have a throw ratio, which tells you how far back they must sit to fill a given screen width. Ask the vendor for the throw distance for your screen size. Then plan where the projector sits: on a table at the back, on a truss, or behind the screen for rear projection. Keep cables short and covered, and watch out for guests tripping.

Screens for tents and outdoors

Tents and backyards bring wind and daylight. Use a screen with a frame, not a free-hanging sheet. Add weights, and start after dark. The winter lighting article lists sunset milestones in Chicago; in summer, sunset comes after 8 p.m. into early August, so evening video needs patience.

Content tips

• Use big type: at least 28 points on slides.
• Use high contrast: light text on a dark background works well in dim rooms.
• Keep wedding slideshows short.
• Run audio through the room's speakers; see sound for speeches.

Power

Projectors draw a few hundred watts or more, so put them on a dedicated outlet. See event power needs.

Chicago notes

Many hotel ballrooms and conference centers in Chicago have installed screens and projectors, sometimes with a fee for use or a required in-house operator. Ask what is included.

Plan the room around the screen

Book a free 15-minute seating call and we will place seating and sightlines together, or request a quote.