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21 AV Tips to help you present like a pro!

21 AV Tips to help you present like a pro!

1) Show up to meeting room at least 1 hour prior

- This allows you to get your laptop hooked up to the projector & go through all your slides to make sure everything is as you expect

2) Show up even earlier if you are using a common "show" computer

- Your presentation may be missing and need to be located, and the version of powerpoint™ on the computer may not be the same as yours, causing all sorts of problems.

3) Bring your presentation on a USB drive as well, just in case it is totally lost

4) Avoid putting video in your powerpoint™ presentation!

- These almost NEVER work correctly. I remember Bill Gates getting burned by this at one of the windows sales releases. If he can't get it to work, mere mortals shouldn't even try. Have it on DVD and request a player.

5) If you're using DVD, always bring at least 2 copies

- DVD is a horribly non-standard "standard". I've seen videos fail on expensive professional machines and work perfectly on $40 portables. You just don't know. Disks can also be defective. Bring a spare!

6) Do not walk in front of the speakers!

- If you're wearing a microphone the sound of your voice comes out of the speakers, and if you walk in front of them there's likely to let out a loud "squeal" lovingly known as feedback. The details are terribly technical, so it's just best avoided. If the speakers are in the ceiling, this is much less likely. As well if you're on a stage, but some people just love to wander…

7)  Why your lapel mic shouldn't be put on your lapel

- For men, the lav mic should be on your tie, 6-8" down from the knot. By being in the center it captures your voice best dead center, and only loses it when you turn your head. If it is on one lapel the majority of the time it will be low, and when you turn the other way it will go away almost completely. For ladies it's a bit more complicated, but aim for the center, avoiding any jewelry.

Make sure the batteries in the wireless lav mic are fresh

- It may be beyond your control, but some AV companies basically wait until they die before changing, and could likely be during your presentation. I never went more than 4 hours on a set of batteries, but some hotels shoot for 12. They're out of the room, what do they care? Be proactive.

9)  What are the worst colors to use for powerpoint presentations?

- Black text on a white background. Common for paper, but the white just blows away the black as far as your eyes are concerned.

10) Mac owners need to plug into the projector before powering up

- Just the way they work, otherwise you have to get into mirroring and all that. If it sees the projector it will recognize it and adjust. If you're computer doesn't have a VGA output (15 pins), but a small cable, make sure to bring it! It's a dealbreaker.

11) PC owners need to plug in AFTER the pc has booted up

- This has to do with a windows "thing" where it can go into a crazy mode with icons on the laptop screen, and the desktop on the projector. Very difficult to get it straight, and time consuming. Wait until it boots up, plug in the VGA connector, hit the function keys to send it to the projector.

12) What was that about function keys?

- PCs have to be told to send to the projector. Most use a combination of holding down the function key while hitting another. It varies by manufacturer, but is usually obvious by the symbols above the keys.

13) Why shouldn't I walk in front of the screen if I'm being videotaped?

- The amount of light being projected on the screen will overwhelm the video camera and you will fade into the darkness. Stay on the sides.

14) Turn off your cell phone

- Nextels were notorious for putting chirping sounds into the audio. Not audible, but they were so powerful they would just force their way in. Iphones can do this too. You're not going to be taking calls during your presentation anyways, so just turn it off.

15) Just say no to live internet demonstrations

- What goes for video in powerpoint™ goes double for live internet demonstrations. The vast majority crash and burn.

16) Turn off screensavers

- That goes for other services that insist on reminding you of things like Norton. I've seen Norton notices show up on powerpoint presentations. If not off, at least set longer than you expect to be presentating. You might get into Q&A longer than you anticipated.

17) Don't run presentations from a CD or USB stick drive

- CDs never skip! Remember that lie? They can skip on a presentation too. Transfer the file to your desktop and present from there. USB sticks are much more reliable, but I wouldn't risk it.

18 Get questions on index cards

- I've seen many way of dealing with Q&A, and this works the best. Presenters almost NEVER repeat the question (and have to be reminded from the audience…yuck), people asking don't stand close to the mics on stands, and mic runners with wireless mics never get there in time or the asker refuses to use it and nobody hears the question. Been there, done that, on all points.

19) Let the LCD projector cool down before shutting off

- If it's your projector you will increase the life of those $400+ bulbs. If it's not yours, then I'd just leave it on. Turning it off abruptly or yanking the cord will kill the bulb life, which is just plain mean!

20) Hire an outside AV Company

- At least get a quote. Hotels get a huge chunk of the AV bill, so their prices are jacked up accordingly. The outside company doesn't have to deal with that, and since they have a reputation to worry about, will work harder for your business. The In-House company just get things automatically, so they tend to not care.

21) Hide your desktop between presentations with the VGA Blackout Box!

- Look your best by going right from presentation to presentation without showing off your dogs, kids, hobbies, etc on your windows desktop. Full info www.vgablackoutbox.com

 

 

About the Author

Lonnie first experimented with electronics in his teens. He has been an AV tech for 14 years now, working for Audio Visual companies in the Boston area. He built the VGA Blackout Box to answer a problem seen in many corporate presentations.

Some people don't care about how they look in front of their audiences, but if being a professional is important to you then the VGA Blackout Box is for you!

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