Working practices

10 Tips for…Setting Up on the Day

By Jim Harvey

Posted on 26th April 2018

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There’s so much you can do before the event to make sure that you have a great experience on the day. Most problems are preventable with just a bit of preparation. Anticipate what could go wrong and make sure you avoid what you can.

This article is part the series ‘10 Tips for…‘.

1) Be prepared

Remember the adage ‘if it can go wrong, it will go wrong…’ and make plans to deal with it.

2) Contact the venue in advance

Call the venue to specify how you’d like the room set up well before the event; confirm it in writing after the discussion and expect that it won’t be done when you get there!

3) Arrange to show up early

Arrange to show up early on the day to check out the room set-up and check that all the equipment works.

4) Keep it simple

Be cautious in your presentation preparation and avoid complex video clips, animation, sound effects and web links that might not work so well on the day with strange projectors, sound systems and weak web connections.

5) Remove clutter

Remove from the room any clutter and things like tables and chairs that won’t be used but will get between you and the audience.

6) Remember your remote

Bring a pointer (laser or a stick) and a remote control mouse so that you can move away from the computer during your presentation.

7) Don’t let your computer interrupt you

Whatever computer you use, use a power cord and turn off power management, screensaver, e-mail and other pop-up applications that might interrupt your talk.

8) Think about what the audience can see

Use a template that works whatever the lighting conditions in the room or on the day. White text on a black background will never fail… though it might not be your organisation’s ‘official’ template.

9) Test it on your audience’s behalf

When you’re set up, sit in key audience members’ seats to check you can see the visuals and read the text on the slides.

10) Keep some room lights on

The audience usually wants to see the speaker and it’s great for the speaker to be able to see all of the audience too.

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5 Most Common Tech Problems for Presenters… and How To Avoid Them

This article is part our our series ‘10 Tips for…‘. Look out for our next article where we will be looking at the final polish.

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Jim Harvey

Managing Director at The Message Business

Jim is a serial entrepreneur and the MD of The Message Business, a company which helps international and FTSE 100 companies sell themselves, and their products more effectively. Jim has many years of experience speechwriting, presentation coaching and motivational speaking, all over the world.

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