General Tips 

  • Audio-Visual services are a major component in implementing successful meetings and events.
  • Conferences, meetings, and events vary in size, structure, and content, and so do their audio-visual requirements.
  • There are three core components to the Audio-Visual portion of a meeting: Meeting Manager, Equipment and Technicians. 

Presentation Requirements

  • Identify your presenters’ audio visual requirements and communicate these needs to your room scheduler and AV service provider.
  • Select a venue that is well suited to the presentation requirements.
  • Where multiple AV providers will be involved (as when the presentation will be video recorded), make those introductions. 

Staffing

  • Confer with your room scheduler and AV service provider to determine how the event will be staffed: by a member of your staff, the AV provider, a third party, or some combination.
  • It is helpful to have one staff member concentrate on the presenters while others follow through on room set-up, catering and other logistics. Two units are required for redundancy. 

Logistics

  • Work with your room scheduler to assign times to activities.
  • Set up time for the building staff to access the room to set up the chairs, tables, and other set pieces.
  • Schedule technical set up time once room is in readiness so that AV and other specialty providers can set up.
  • Set Tech Check time when technical set-up is completed for planners and presenters to review their presentations and learn about equipment and room controls, often scheduled 30 to 60 minutes before the event start time.
  • Set the actual start time of the event.
  • Determine the actual event end time.
  • Set the strike time for providers to remove furnishings and equipment.
  • Circulate the event logistics to the relevant providers to insure that they will have staff and equipment available for the event. Make adjustments where necessary. 

Cue Sheet

  • The cue sheet is a timeline of activities within the event (sessions, order of presenters, breaks) and should include any same day, pre-event requirements for the providers and presenters.
  • The cue sheet should also list the key event staff and their contact information.
  • Circulate the event cue sheet to all presenters and providers. 

Walk Through

  • Review the cue sheet and any room layout diagrams in the venue with the room scheduler, AV provider, and other providers. .
  • Identify and assign responsibility for any loose ends.  

General Tips 

  • Speak clearly and louder than usual to project your voice and reduce the chance of any audio feedback
  • When creating a presentation, envision yourself receiving the information and asking yourself if the information is interesting.
  • Do NOT wear a cell phone if you are using a wireless microphone.
  • If the stage is lit, ask where you should stand, taking note of the "NO ZONES" that do not have enough illumination.
  • Know where the lights are when on stage but do not stare into them or you will be temporarily blinded.
  • Wear clothing that allows you to clip on a microphone in the upper middle portion of your chest such as a blazer or button-placket shirt or blouse. Avoid solid-material shirts and blouses and t-shirts.
  • Avoid using your hand to shield yourself from lighting sources because it is very distracting to the audience.
  • Do not read from your slides; use a teleprompter, confidence monitor, or other device to look out toward the audience.
  • Familiarize yourself with the presentation controller device, i.e., clicker or remote so that you can move through your presentation fluidly. 

PowerPoint Tips

Avoiding "Death by PowerPoint"

  • Stand 10 ft. back from the screen to see if the content is easily read.
  • Avoid busy or cluttered slides.
  • Avoid type fonts smaller than 20 pt. because they will be too difficult for the audience to read.
  • Keep a "Safe Area" around the edge of each slide because the images projected on screens is less than what is displayed on a laptop or desktop screen and material at extreme edges may be lost.
  • Use colors that complement each other, using a light-colored font on a dark background and a dark-colored font on a light background.
  • Know the transitions and builds in the PowerPoint to understand if they are automatic or need to be clicked.
  • For General Session presentations, expect to have your presentation loaded onto a show computer at a backstage location, not at the podium.

On Camera Tips 

Clothing  

  • Your outfit is not what you want people to remember about your television or personal appearance so please dress appropriately.
  • White shirts reflect too much light so choose a subtle color like light blue or beige.
  • Choose an outfit that looks good when you are standing and comfortable when you are sitting. Remember that cameras are sometimes placed at low levels so slacks, knee-length or longer skirts are recommended.
  • Refrain from wearing distracting trims like large bows or numerous ruffles.
  • Remove pens and eyeglasses from pockets.
  • Avoid small, high-contrast patterns or lines such as herringbone or bold checks and plaids. Solid colors with a colorful scarf or tie look great. 

Color  

  • Mild or pastel colors and subtle patterns work best under television lights.
  • Avoid pure white and black clothing, as they make skin tones appear harsh.
  • Bright reds and oranges sometimes "bleed" or smear on television; avoid them. 

Accessories  

  • Avoid shiny, reflective jewelry; it reflects light and can damage cameras or create a flaring effect.
  • Choose solid colored accessories or ones with simple patterns that don't appear too busy.
  • Keep jewelry simple so it does not make noise when you move your head or body. 
  • Avoid dangling earrings which can distract viewers. 

Makeup  

  • For women, use foundation and lipstick to help keep you from looking tired or washed out.
  • Don't wear dark, heavy makeup colors because television tends to create unnatural shadows.
  • For men, shave before appearing if you have "Five O'Clock Shadow" or use a powder close to your skin tone to lessen the appearance of your beard.
  • A light powdering on balding heads can prevent shiny spots as well. 

Body Language  

  • In order to appear confident and comfortable, be sure to smile and avoid nervous fidgeting with pens, glasses, change in pockets, etc.
  • Be aware of your posture and keep your shoulders relaxed and both feet on the floor.
  • Maintain eye contact with your interviewer even if someone else is talking because the camera is still on you and you may be appearing in the shot
  • Continue to participate in the conversation by using body language to show your interest.