Sound n' Sight

5 Audio Visual Musts to Check BEFORE Your Presentation

Most people who attend meetings have no idea about the preparation it takes to create a successful presentation. This is a good sign. When a group meets, absorbs information easily and comfortably leaves the meeting understanding its content, the presenter has done their job well.

A presenter must prepare well in advance not only their presentation but also the way they will present. This includes researching the event space and designing their presentation to combine with the resources available at the venue.

Every meeting room is different. Presenters must deal with problems like small groups in large rooms or large groups in small meeting spaces. Furthermore, the room's available resources, including visual aids, WiFi access and even lighting can cause problems for a presenter. Experts say that the more a presenter researches the event space beforehand and tailors their presentation around that space, the better chance that their presentation will be a success.

The worst thing a lecturer can do is work all week on an excellent presentation and show up on the day of the venue to learn that the equipment in the room is inadequate. Believe it or not, it's the little things that matter the most.

Are there enough power outlets? Is there a projector available? How is the lighting? A lecturer should answer these questions before they organize their material. A PowerPoint presentation only works well if the lights are dimmed properly. A simple checklist of meeting room resources can lead to a successful presentation.

Microphones

Many presentations require a microphone. Whether it's a clip on or handheld, one of the most annoying things that can happen during a presentation is feedback. A host should first know if their meeting room has a microphone available and if the equipment's specifications will accommodate the room.

All microphones are vulnerable to feedback depending on its input setting and where the presenter stands in relation to the speaker. Knowing feedback hotspots in advance helps presenters who move around a lot avoid interruptions in their lecture. Also, not all venues offer audiovisual engineers. It's a good idea for presenters to learn the basic of audio equipment and to test the room's equipment before any meeting.

Outlets

An extension cord can sometimes save a presentation, especially when there are a limited number of outlets in the venue room. Modern day lectures require the use of electronics, including laptops, projectors and audiovisual equipment. A presenter must know in advance if a venue room can accommodate their devices.

If there is an inadequate power supply, they will need to change the way they present their material. It is also a good idea to check the amperage of the meeting room to see if the venue can support large amounts of energy usage, if necessary.

Lighting

Not all meeting rooms have a light dimmer. Lowering the lighting is important in presentations that use projectors or LED displays. A bright room may impede a projector's ability to display material clearly. A dark room doesn't help the onlooker who wants to take notes. Therefore, presenters should know in advance the lighting conditions of their meeting room.

Experts say that rooms with dull, fluorescent lighting contribute to fatigue, which may cause onlookers to pay less attention to the material presented. A presenter may decide to change their presentation to include more animated material in a meeting room with dull lighting.

Screens

It is unprofessional to display projected material on a wall. Not only does it show that the presenter did not prepare, but it also prevents onlookers from seeing the required material clearly. Lecturers should know if a meeting room has a projector screen available in advance.

Chairs and Tables

A presenter does not have to worry about something as simple as tables and chairs; Right? Well, it helps to know beforehand if there is adequate seating available for all attendees.

A room should also have a few extra on hand for invited guests. Looking for seating at the last-minute can interrupt presentations. Also, sitting too close to one another or standing in the back can increase an attendee's discomfort and can lead to their fatigue.

A table and chair's quality is also important. A presenter may need to change their lecture to include more stand-up activities for rooms with less quality seating.

What are your suggestions for tailoring your presentation to a room?

Kenji Crosland is the Community Manager and new media marketing go-to guy at eVenues.com. eVenues is a Seattle based startup and an online marketplace for meeting rooms and event space--currently focused mostly on the West Coast. Check out their Seattle meeting rooms and in Los Angeles

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