Audio/Video Equipment

Picture this; everything is set up for the most important business presentation of your career, you have pepped yourself up all day for this moment, and you are ready to bask in your presentations success, when all of a sudden, the audio system fails in the middle of your punch line. This reality will make you realize that preparation should not only be focused on the speech itself or on your appearance but, more importantly, on the equipment that would aid the speaker in delivering his important message. All video and audio equipment should be properly set up well ahead of the scheduled presentation.



There are many ways to acquire audio and video equipment. One is to personally supervise the set up before they are to be used (the company may have its own equipment). The other option is to ask someone else (there are businesses that offer mobile equipment) to provide them and also to set them up. If, for instance, the presentation is going to be done outside of the office on a different venue, it is important to ask if the venue will be able to provide audio or video equipment. If they do, that is one less concern to worry about.



If the company is able to provide the needed audio and video equipment, it is very important to make sure that they are well set before the big presentation. If you have enough knowledge on electronics, then you can check the wirings and all the other connections yourself so that disaster can be evaded. If your knowledge on electronics is Neanderthal, then it is important to ask the opinion of an expert in equipment set up. Be able to supervise, along with that expert, the actual set up of the equipment in the conference room.



If the company needs to hire people to put up the equipment needed, there will be less work for everyone. Most of the businesses who offer audio and video equipment are experts and they should be able to go through the set up in a breeze. It still helps to do some checking if your nerves don't get pacified.



Most of the companies who have audio and video equipment also do equipment sales and rentals. Equipment rentals are very reliable (just remember that the equipment in use has already been utilized) but if you require new equipment, then they could also offer to sell brand new items.



For venues that have their own audio and video equipment (projectors, computer and speakers), make sure to coordinate with the manager all of your personal requirements for the presentation. It is always good to be open with what you want and what you don't want. And make sure to point out that you don't want any catastrophes to take place during this very important presentation or conference (it is always best to learn how to use the equipment before the big day). Most managers will cater to the customers conditions for as long as they are able to deliver them.



After the set up, it is important to test the equipment and do a mock presentation (with just a few of your office buddies as your audience). Since most presentations are now done with PowerPoint, it is important to ascertain that the laptop battery is fully charged even if an electrical outlet will be used. There is always wisdom in preparing for the worst that could happen. Also, if a remote device will be used for the presentation slides, it is always good to check if the device works and that there are batteries for them (just in case).



Test everything; that is the most basic rule, and know how to use the equipment. For those with limited technical knowledge, make sure to obtain the contact number of the technical support person who will be able to help. Prevention is always better than cure, in this case, once the damage is done, there is no telling how to patch up the ruined reputation. And just a tip: stash a printed document of the presentation so that when an act of God (a.k.a. something that is uncalled for even after the preparations) occurs, the presentation can go on.