Planning your Presentation- Step three: Check out the venue and all logistics
Murphy’s Extended Law:
If a series of events can go wrong, they will do so in the worst possible sequence.
By now, you already know the purpose of your presentation, you have researched your audience and you are in a position to eliminate Murphy’s Law out of the equation.
Here are some important considerations in the final planning phase of Effective Presentations. Before crafting your message, you should have answers to the following questions:
Where will you be delivering your presentation? (Get the correct physical address including on what level of the building.)
Can you access this venue early to set up well ahead of time? (Any security/sign-in requirements?)
What is the size and lay-out of the venue? (Long and narrow? Narrow and wide? Columns? Double-screens?)
What are the possible seating arrangements? How many people are expected?
What are your back-ups to your visual supports/video-clips? (Cloud? USB? Laptop? Internet access?))
What equipment will be organised for you and what will you have to arrange/supply? (Sound?)
Will you be introduced by someone else, or do you have to establish credibility on your own?
Take special care of your own delivery space by asking questions about: connectivity of your visual support material (laptops have evolved far more than some venues have – they may not have the right cables/dongles for you); sound systems; use of lapel microphones; use of auto-cue’s; positioning of lecterns; provision of handouts (before, during or after your message); availability of flip charts and relevant pens – that actually work; whiteboards with erasers.
Finally and most importantly – who can help if technical hitches occur? Obtain direct access to, name, mobile phone number and location of this person.
When planning to deliver a memorable presentation, take care of the little technical factors that can throw everything sideways. Just like a good trades-person never blames their tools for failures – professional presenters never make excuses for poor delivery due to venue mishaps and technical hiccups.