Source files for the graphics in case you need to do any last minute fixes.
Handout master documents or Acrobat PDF files.
PowerPoint Viewer install program.
Miscellaneous set-up cord and adaptors.
To support your laptop sound, include mini stereo adaptors (1/8th inch) to several output options like phono plugs or ¼" jack.
PC-to-PC transfer cables come in handy when the presentation files are larger and you can't burn a CD locally to transfer information.
Computer power cords can go bad quickly when tightly wrapped. Wrapping the cord more loosely gives it considerably more.
A remote mouse is great for providing hands free presentation control.
Bring your own projector if you can.
A small roll of duct tape could help secure loose cables when screws are missing or plugs are worn on your projector or laptop.
A small portable mouse is suitable for airline travel.
A plug-in outlet adaptor that adds 2-3 outlets to a standard plug-in could very well save the day when more outlets are needed.
Bring a paper copy of the presentation suitable for note taking.
Allow two to three minutes per slide minimum.
Consider the emerging role of video-conferencing to “bring” people to presentations who would otherwise be unable to “attend”.
Use a remote mouse when presenting in front of an audience. This allows you the freedom to make eye contact and to move around at will.
Use fonts that are large enough for your audience to see, but not so large that they become distracting when projected on the conference room wall. Use the 24-karat rule. For golden presentations, do not use fonts smaller than 24 points.
Every audience has “energizers” — those people who are with you, alert, and usually smiling in agreement. Choose energizers in every section of the audience and focus on them.
When delivering an oral presentation, substitute purposeful movement for nervous movement (such as rocking, swaying, or pacing). Step forward to signal that you are arriving at an important point. Step back to conclude an idea or let the audience digest what you have said.
Always research your audience. Ask yourself what they want from you.
Keep hand movements to a minimum — overhead and slide projectors magnify all hand movements.
Keep your pointer on the projector rather than in your hand.
Give a presentation in a partially lit room rather than a darkened room.
Hide slides to use for backup if you need them.
Viewing Angle: The extreme right and left seats in the front row must not be at an angle greater than 50 degrees from the center of a screen; no more than 35 degrees is optimum for most screens.
Viewing Distance: Optimum viewing distance from an image is 2 - 8 times the height of the image.
Room Lighting: Whenever possible, eliminate any light that shines directly on and/or behind the screen. Light on the screen washes out the image; light behind the screen affects the human eye and the effective contrast of the image.
Keep the design clean and the effects simple.
Keep backgrounds consistent and subtle.
Use only quality clip art – and use it sparingly.
Check all graphics on the projection system, especially gradient effects, to see how they look.
Use the chart style that is appropriate for the data.
Use no more than four colors on one chart.
For bullet slides use one thought per line, maximum 6 words per line, maximum 5 to 6 lines per slide.
Have a diagram of room dimensions, seating capacity and layout faxed to you in advance.
Carry a multi-outlet strip with at least a 6' cord.
Position yourself at the right or left edge of the screen.
Have overflow seating available. Avoid too many empty seats by having extra chairs brought in at the last minute, if needed.
Find out what type of screen you will be using.
Make sure the screen is the right size for the room.
Test your equipment in the actual environment.
Make sure someone is monitoring the temperature — people, lights and projection equipment can quickly raise the room temperature.
Have someone monitor the door against unwanted intrusion at important moments in the presentation. Post a sign outside.
Do not start until everyone is seated.
Have someone else quiet the audience and introduce you.
Reduce ambient light as much as possible, leaving enough for note taking.
Make sure no spotlights hit the screen.
Be certain your projector has a minimum of 200 lumens.
Avoid outside noise interference by making sure there will be no construction sounds, ringing telephones, or spillover noise from events in the next room.
If you are plugging your system into the room’s audio system, make sure the correct cables are available and that the two systems are compatible.
Rehearse enough to become comfortable with the material, but not so much that you kill your own enthusiasm and spontaneity. As a general rule, run through the entire presentation no less than three times, but no more than six.
Become comfortable with not only the subject matter, but the transitions, sounds and video sequences.
Practice setting up and taking down the system.
Test the presentation on a live — but friendly — audience.
Standard desktop color monitors (14-17 inches) are suitable for viewing by up to six people, but they are cumbersome to transport.
Large-format presentation monitors (up to 45 inches) can handle audiences of 25 or more, but they are not portable in any sense.
