It’s important that the presentation coordinator and graphics director visit the actual presentation site early because some presentation decisions will be based on the site’s physical characteristics. Be thorough. One company wanted to demo some new electronics products. The surprise was that all the electrical outlets were in the back of the room. “Excuse me. Does anyone have an extension cord?”
Pay attention to seating arrangements, equipment, lighting, and visual requirements. Keep a keen eye out for potential distractions. We once paid to have curtains installed in an U.S. Air Force Ft. Mac Arthur conference room. You want the customer’s eyes on you and not on the beautiful views of the Pacific Ocean.
Record directions to the site along with room and building numbers. Photograph or sketch the room so it can be accurately simulated for rehearsals.
This is also the time to make transportation and delivery arrangements. Give consideration to contingencies and back up plans. What happens if, at the last minute, the customer changes conference rooms? What if your presentation is designed for two projectors and two screens and they only provide you with one...and the projector’s bulb is burned out? To avoid being victimized by Murphy’s laws, you have to think like Murphy. Plan ahead. Double check everything.
Pay attention to seating arrangements, equipment, lighting, and visual requirements. Keep a keen eye out for potential distractions. We once paid to have curtains installed in an U.S. Air Force Ft. Mac Arthur conference room. You want the customer’s eyes on you and not on the beautiful views of the Pacific Ocean.
Record directions to the site along with room and building numbers. Photograph or sketch the room so it can be accurately simulated for rehearsals.
This is also the time to make transportation and delivery arrangements. Give consideration to contingencies and back up plans. What happens if, at the last minute, the customer changes conference rooms? What if your presentation is designed for two projectors and two screens and they only provide you with one...and the projector’s bulb is burned out? To avoid being victimized by Murphy’s laws, you have to think like Murphy. Plan ahead. Double check everything.
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