Technology Check List for Meeting Planners

 Use adequate equipment - Computer projectors that require the
room lights to be down are not acceptable. So are projectors
without remote mouse controls! Adjust the room - have the
engineers remove bulbs from fixtures above the screen. Extend
the "Keystone arm" on screens to lean the top forward. It
improves viewing significantly. Check electronics ahead of time -

Connect every computer to every projector and sound system
Connect every modem to every phone line Connect the video
conference link (even if it costs more) Advance through every
slide program using the remote Test every microphone with every
sound system. Walk around the room while talking into a
microphone to check for feedback. Use fresh batteries in
everything (and have a spare in your pocket). This includes
microphones, remote controls, laser pointers, etc. When using
the house sound system in partitioned rooms, ensure that all the
speakers in your room are on, and that you are not also
broadcasting into the next room. Tape down all wires. This
prevents trips, disconnects and lawsuits. Find the hotel A.V.
wizard (or union chief) and become their best friend. You must
know how to reach them in an emergency. Have 2 designated hosts
per room. That way, one can go for help while the other keeps
things under control. Ideally, one should be able to assist the
speaker with the technology problems. Have backup equipment

Find the equipment rental company in town and make sure they
have what you need on hand. Have a spare microphone checked and
ready. Bonus: Have a plan B and assume you will need it.

Ask your speakers this important question, "If the entire
projection system fails and you still have to go on, can you do
your program?" The answer must be, "Yes, I'm prepared!"

For a free copy of "The Sales Presenter's Travel Checklist",
email article8@waterhousegroup.com and ask for article #8.

 

Stephen Waterhouse is Principal and Founder of Waterhouse Group
(www.waterhousegroup.com). They specialize in helping companies
increase their sales and profits. He can be reached at
1-800-57-LEARN or steve@waterhousegroup.com.

 

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