- Ask your speakers to come early. Check to make certain their meeting equipment or accessories (CD, DVD, or USB) is compatible with the Presentation Services Audio Visual company’s equipment. Don’t assume the powerpoint presentation will work on any laptop. Disk failures, software version mismatches, lack of disk space, low memory and many other factors can stop a powerpoint presentation dead in its tracks.
- Make certain the LCD projector is on, working correctly with the laptop, and that the Presentation Services Audio Visual company has replacement lights in case the lamp burns out.
- If the speaker is using a wireless slide advance, make certain it works and that the Presentation Services Audio Visual company has spare batteries for the unit.
- If the speaker is using their own laptop, confirm that the battery is fully charged. Even with electrical outlets, room configurations can often change the day before the event. Don’t be caught far away from an electrical outlet with a dead laptop. If the speaker is not bringing their own gear, rent a laptop and make certain it is compatible with the speaker’s presentation.
- It is important the Presentation Services Audio Visual company know where all the electrical outlets are in the room, have ample extension cords available, and secure all cords to the floor with tape. We don’t want our speaker to fall!
- Does the room warrant a microphone and speakers? If so, make certain they are set up, the presenter tests the microphone, and there are plenty of spare batteries for the mic.
- If possible, have the Presentation Services Audio Visual company stay in the room for the entire presentation so they might attend to any malfunctions ASAP. Worse case, obtain the cell number of the technician and the office number for technical support if a problem arises.
In case you missed, learn tips on how to create a powerful PowerPoint Presentation in Part 1.