DISQUS

Rick Pillars · 2 months ago

I remember one show we did where we had what we called a Sneaker Net. Every room had a full desktop computer with a 100 MB Zip Drive attached. We asked speakers to come to the Speaker Ready room at least 2 hrs before their talks so that the transfers could take place.

It was a convention that consisted of Doctors and every presentation had hundreds of photos. Some were as much as 70 MB or more even. Well, back then computers were ultra slow. It would take up to 5 minutes or more to file transfer such large files.

We had many doctors who would show up right before their speech and expect immediate results. It just didn't work that way.

We still have that same problem occurring today. Presenters showing up right before their speech, thumbdrive in hand, and expecting immediate results out of the AV Tech. Sometimes even while the speaker prior to them is giving their presentation and thus, unable to load it up right then.

Here's a short list of things we techs need to know:
1.) Is there a video file attached?
If so, is the video file also in the folder (some won't play if they aren't)?

We need to be able to test it beforehand to make sure it actually works. This is one area where Microsoft glitches alot.

2.) Is there audio embedded or attached in the presentation?
Our audio guy needs to know so that he can make sure to make the computer input live.

3.) What version of Microsoft Office was used?
If you build your presentation in Office 2007 and then use a computer that has Office 2003 or even XP during your actual presentation, then some of your fonts and builds and transitions just aren't gonna work. In addition, some of the slides just won't look right.

Some tips for speakers.
1.) Label your thumbdrive with your name and number on it.
2.) Label your presentation with your name, the date and time of presentation, and the name of your presentation.
3.) Show up well ahead of your time in order to get it loaded. It makes all of us look like idiots when you don't.
4.) Bring your own notebook (with power supply) just in case.
5.) Think you will need a wireless lapel/lavaliere mic?
Then talk to Conference organizers well in advance of the conference. They are the ones who authorize such expenditures.

Presenters and their audiences are the most important people in the room. We AV Techs are there primarily to support you and make you look good and professional. Help us to help you.

Lee Potts · 2 months ago

Thanks for taking the time to write that all up, Rick. It really brings it all back for me and those are really great tips and suggestions for anyone who is going to have to deal with these situations. Back when I was doing this sort of meeting they would usually schedule a reception for the speakers that overlapped the slide working session the night before the show. Needless to say things could get pretty interesting as the evening wore on folks went back and forth from one to the other. But that's a story for another day.