Yesterday I mentioned that when you’re working somewhere other than your office it’s a really good idea to have one person in charge of logistics. Today I’d like to make a quick comment about some of the things that your venue might not provide (despite saying they will). The obvious solution, of course, is to take your own…. :)
Power. Of course there’ll be a 13A socket somewhere, but will it be near to you or will you have to run an extension cable to it, creating a trip-hazard and and ugly un-professional image?
Projector. They often cost extra. Even if they are included, they’re often pathetically under-powered for the venue. Remember to make your images so saturated (colour-wise) that they work even when the projector washes them out. Have your own in your car, just in case… :)
Screen. Check the quality! Sometimes it’s better to project onto a wall than an old, dirty or twisted screen.
Liaison. Saying they’ll have someone on the reception is one thing. Putting someone on reception who is intelligent, articulate and clued up is another.
Table. You’d think this one would be easy, wouldn’t you. I’m sure it is… if you check it out first.
Clear time. When’s the weekly fire alarm test? Just a thought…..?! ;)
Control. You shouldn’t need to turn the lights down but just in case, you want to know where the switches are, particularly if they shine onto the screen……. and they will.
Laptop. I’d always say you should take your own. No one else’s works the same but if you must use theirs, check the remote, the screen etc.
Powerpoint. Just check – which version!?!!?
Flipchart. And (working) pens, please. And paper.
That’s it for now; no doubt half a dozen more will occur to me as soon as I walk away from the keyboard – feel free to add your own!
Audio. Is the room big enough to need to use voice amplification? If so, is there a microphone just at the podium? Or will there be a wireless lavaliere? Will there be fresh batteries in the wireless mic? Will there be an AV tech in the room?
Projection. Will the VGA cable be run straight from the podium to the projector? Or will it run to a tech station somewhere else where a an AV tech controls it? Will there be a VGA cable run to the podium for people who just have to have their notebook on the podium?
Lighting. Often a big ballroom can be separated into several smaller rooms using a series of movable airwalls. Will somebody have had the foresight to separate the lighting controls?
Good points – and based on yesterday’s personal experience…. will the lights turn off in ‘sensible’ ways? That is, not take the whole of one side of the room, rather that take out the very front, if you see what I mean!
And don’t forget to turn off your phone. I will have a partner to call me just as I am starting the presentation. Then answering it, I say, This is my partner and they wanted me to remind everyone to set their phones so that they will not disturb anyone, kind of like this right now.
Duct tape and blu tack are essential in our kit.
As well as taping down extension cords, can us the duct tape to tape flipchart paper over lights shining on the screen.
Olivia
Hi Olivia – here we use Gaffa tape, not Duct Tape, but the principle is the same.
I work as a theatre lighting designer some times and find that the best thing to tape over offending lights is some dark blue lantern gel. It works better than paper, unless you use it heavily folded (and besides, it’s pretty much head proof).
Nice addition – I’m always amazed at the number of venues which don’t have cable covers (they’re a legal requirement here) and haven’t got any way of making power leads safe!!!!
S
Hah, there’s always something that’s bound to go wrong. You think you know everything in advance, but you really don’t..
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