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AUDIO-VISUAL REQUIREMENTS FOR KEYNOTE PRESENTATIONS
Hi, Let’s talk equipment... Outlined on this page is the typical equipment set-up for most events... small audiences up to say four or five hundred people. Room size of a tennis court... up to two, three or even four times that. These requirements are however not intended to cater for the mega-events... room size like a soccer pitch or bigger... with seating for several hundred or even thousands of people. For these events, we’ll discuss equipment requirements face-to-face with your audio-visual and staging crew at pre-event planning meetings. No prima-donna demands here – I am not equipment-dependant... except that I need a microphone, of course. It’s great having PowerPoint, but not critical. I’m an easy-going-will-cope-under-just-about-any-circumstances kind of speaker. My job is to see that the show goes on. Regardless. I’ll can even work without power (my fellow South African’s will know what I’m talking about... we’re experiencing a nation-wide power crisis right now... not unlike what many other nations have experienced at one time or another). I’ll speak to candlelight. Without PowerPoint (this is the easy part!). Without a microphone – as far as my voice can carry. But you probably want your people to see me. And to hear me. Right? So let’s get the detail right. Here’s to a successful event!
Kind regards
Sound and Microphone:I can manage without a microphone for boardroom sessions... or very small workshop-room settings with say 20-30 people. Anything bigger will definitely require the use of a microphone. Here’s what we’ll need:
Laptop Computer:
I carry my own laptop (IBM), and run Microsoft PowerPoint 2007. I need to present from this laptop – my presentations cannot be copied to a memory stick or transferred to another computer – reason being that fonts and especially hyperlinks get lost.
I also carry my own cordless, remote mouse.
I insist on having control over the laptop, rather than having it stand at the technical desk, and being operated by the technicians. So my laptop needs to be set up IN THE FRONT OF THE ROOM at the lectern. This means that the cabling from the laptop to the data projector needs to be run to the lectern, and not to the technical desk - this may require a long VGA cable, and may necessitate the installation of a booster box. Just so you know, I also carry an external USB-disk, complete with a full backup of my laptop. This should run off any other laptop (PC, not Apple). So, in the unlikely event that my computer dies on us, we can run my presentation from another laptop, off this external drive. REST ASSURED however that I am not computer dependant - I am perfectly able to present without the aid of a visual presentation. The visuals are merely for added impact – having said that, some people say that my presentations are even better without the clutter of PowerPoint... so we may just be better off if we’re without visuals!
Data Projector:We’ll need a data projector. The brighter, the better.
As I’ve already said, my presentation needs to be run from my own laptop, which may necessitate additional cabling, or perhaps even a separate projector.
We will also require a screen. It’s better when the screen is positioned off-centre – towards one of the corners at the front of the room. Rear projection is even better. For large audiences, multiple projectors / screens are advisable.
Electricity:This is aimed mainly at the South African market... I mentioned in my introductory note above that we are all working together in South Africa right now to cope with a nation-wide power crisis... not unlike many other nations have experienced at one time or another. It’s simple – our growth is simply outstripping our infrastructure. How cool is that! I’m also no specialist in this arena... so what you read here are mere suggestions... although based on considerable experience, this is not an authorative blueprint. Don’t confuse my attempt to help with any acceptance of liability! Get a professional opinion! The bottom line is that you need to plan for your show to go on without power. Consider alternate power sources, at least to the extent that will see your show going on. Speak to the venue. Get them to commit... and get it in writing! Contract it. Consider the time of day... for day-time events, book a room that has natural light (but which can be blacked out to allow for PowerPoint presentations under normal circumstances). It’s not just about emergency battery lighting and a small generator to power a microphone (often, the generator will make more noise than can be overcome with the microphone it is powering anyway. Most important is that you consider ventilation and air-conditioning. The season, and time of day will place its own constraints on this. There are rooms that simply do not allow for large numbers of people to stay seated for any length of time. Even when they have lights and can hear the speaker, they still need to breathe! I make no demands. I’ll be there on the day. If the situation allows me to do so, and if it is humanly possible, I’ll speak. All within reason. But it’s important you refer to my terms & conditions and fee schedule on this. Bottom line: and, in our mutual interest, I’ll be blunt here... when it comes to power outages, I get paid regardless of whether or not I actually get to speak. And I get paid in full even if cancelled as a result of a power outage. All the more reason your think this through, and plan so that your show can indeed go on even when there is no power.
Contact Details:E-mail: Tel: +27 11 787-0829 Mobile: +27 82 656-7890
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