Use adequate equipment - Computer projectors that require the room lights to be down are not acceptable. So are projectors without remote mouse controls! Adjust the room - have the engineers remove bulbs from fixtures above the screen. Extend the "Keystone arm" on screens to lean the top forward. It improves viewing significantly. Check electronics ahead of time -
Connect every computer to every projector and sound system
Connect every modem to every phone line
Connect the video conference link (even if it costs more)
Advance through every slide program using the remote
Test every microphone with every sound system.
Walk around the room while talking into a microphone to check for feedback.
Use fresh batteries in everything (and have a spare in your pocket). This includes microphones, remote controls, laser pointers, etc.
When using the house sound system in partitioned rooms, ensure that all the speakers in your room are on, and that you are not also broadcasting into the next room.
Tape down all wires. This prevents trips, disconnects and lawsuits.
Find the hotel A.V. wizard (or union chief) and become their best friend. You must know how to reach them in an emergency.
Have 2 designated hosts per room. That way, one can go for help while the other keeps things under control. Ideally, one should be able to assist the speaker with the technology problems.
Have backup equipment
Find the equipment rental company in town and make sure they have what you need on hand.
Have a spare microphone checked and ready.
Bonus: Have a plan B and assume you will need it.
Ask your speakers this important question, "If the entire projection system fails and you still have to go on, can you do your program?" The answer must be, "Yes, I'm prepared!"
For a free copy of "The Sales Presenter's Travel Checklist", email article8@waterhousegroup.com and ask for article #8.
Stephen Waterhouse is Principal and Founder of Waterhouse Group. They specialize in helping companies increase their sales and profits. He can be reached at 1-800-57-LEARN or steve@waterhousegroup.com.
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