This tip was originally posted on August 19th 2009.
Even as seasoned presenters we can experience technical or venue-related mishaps or difficulties on presentation day.
Here is one example: I can remember saving a presentation to a memory stick only to find that I had actually forgot to bring it to the venue. Experiences like this have taught me to plan ahead.
If you are asked to help a speaker prepare for a presentation or you are preparing your own presentation then some smart planning beforehand can keep things moving smoothly.
When preparing resources like equipment and lecture rooms for a presentation you have some important factors to consider. Remember you donâ€™t want anything to go wrong â€“ â€œIf anything can go wrong, it willâ€ Murphyâ€™s Law.
It is always a good idea to visit the venue beforehand. Even if you are familiar with the room, itâ€™s a good idea to check to see if there have been any changes since your last visit.
How is the temperature? Is it too hot or too cold? Can you adjust the temperature? If so how?
Are electrical outlets near where the presentation equipment will be? Do you have all the correct cables at hand? Is all the equipment in good working order?
Think about the set-up of the chairs. Will everyone be able to see the presenter and presentation clearly?
Always check the equipment before the presentation.
If you are using your own computer check that you have full battery power even if you are using an electrical outlet.
If you are using any kind of projector or screen learn how to use it.
If you are using a remote device make sure that it works and also have some spare batteries available.
If the presentation is taking place in a large room or hall test the microphone and speakers.
Obtain the contact information of the technical support person of the venue just in case you need them.
Back up your presentation on another USB drive.
Have a printed version of your presentation available.
Confirm that the attendees know where venue is.
Have some drinking water available
Turn off your cell phone
1. Select a location for a presentation.
2. Use the Venue Inspection, Equipment Test and Other Considerations lists.
3. When you do your next presentation – follow the above tips.
Please leave some comments or feedback on this tip, we are always happy to hear them.