The Event Planner’s Guide to A Successful Presentation

Planning a successful presentation can be a nerve-wracking experience, especially if you’ve never done it before. Fortunately, there are steps you can take to simplify the process and make things a bit less stressful. You will need to work closely with your AV company, but it can be done. If you are planning a presentation any time soon, here are some easy-to-follow tips for success.

Bring in Your AV Provider Early

Arguably the most important step of all, you should bring in your AV provider as early as possible. This can save you a lot of time and work. Your AV provider can assist you in selecting the right venue and even help you negotiate venue fees. If you intend to negotiate, it is important to start immediately, ideally before you sign any documents. Once your AV team is aware of the venue you chose, they can begin setting up a layout so the room can work with the equipment they intend to use.

It is imperative that you and your AV team make sure there is enough room for all the equipment. You should also decide on seating arrangements so the team can factor them into their layout.

Share Your Vision

Is your AV team aware of your overall vision for the presentation? If they aren’t, you will need to discuss your expectations with them. Your AV team cares about your success too, so the more they know about your needs and desires, the better they can assist you. Discuss your goals so both you and your team can work towards them.

Understand Your Video Connection, Microphone, and Screen Options

If you want to plan a smooth and effortless event, it is important to know what video connections, microphones, and screens you will have access to. Knowing what type of connections you will have access to can be helpful, especially since your AV team will need to know what kind of adapters to bring and what type of notebook computers the presenters can utilize. It can be helpful to memorize the following types of adapters:


•  VGA

•  DisplayPort

•  DVI

If you do not have the right connections, any presentation you give can fail.

As a presenter, you must recognize the different types of microphones, and what type of event each one is best suited for. An easy way to do this is to develop an understanding of how your presenter dictates (this can help you select the proper microphone). If you still aren’t sure, don’t hesitate to ask your AV team for recommendations.

You should also consider the aspect ratio of your presentation. If you are giving a standard presentation, you will need 4 x 3 screens. For a widescreen presentation, choose 16 x 9 screens.

Obtain Comparable Quotes

Lastly, make sure each AV provider you consider gives you a comparable quote. This will ensure you have the opportunity to choose the right option for the event. Remember – the cheap option is not always the best.

Contact Us

Atlas Production Group offers a variety of technical services for events of all sizes. We strive to help you take your event or presentation to the next level. 

Contact our team to set up a free consultation or call us at (919) 398-6034, today!

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