Speaker Essentials: A checklist for smooth presentations
If it hasn’t happened to you already, it will.
There will be a day when something goes amiss at your speaking gig:
- The tech fails
- You have a wardrobe malfunction
- The room set up doesn’t work
- You get lost en route or traffic delays you
Virtual presentations have their own set of potential pitfalls to plan for. (Though they’re still a win in many ways.) And we’ve grown accustomed to them. So much so that we may have forgotten how to prepare ourselves for in-person speaking engagements. One of the best ways to ensure things go smoothly—every time you speak—is to create a routine or a list to follow.
Here’s my prep list for in-person speaking engagements. While it’s not exhaustive—since each gig and each speaker will have idiosyncrasies—use this as a springboard from which to generate your own list in the app of your choosing.
Technology-related prep:
- Bring your own slide remote and charger/extra batteries* (check the charge the day before); be prepared to use what the production team provides as well
- Bring extra pens and sticky notes*
- Have a backup copy of the slide deck (on a thumb drive, the cloud or in email) and any printed notes you’ll need
- Bring your own mic if you own one*; arrange a sound check with the production team (if applicable)
- If your machine is being used for projection:
- Bring an HDMI adapter (and a backup adapter)*
- Bring your laptop charger (with long cable)*
- Close other applications and clear laptop desktop of extraneous files
- Obtain the Wi-Fi password (required if using Bluetooth to project from your machine)
- Silence all notifications
*Bonus tip: I keep a small bag with these items packed and at-the-ready so I don’t have to think about it.
Venue and materials prep:
- If possible, see the room in advance to assess the room set-up; identify “dark spots” in the lighting and hear your own voice in the space
- Arrive 1-2 hours early (upper end of that range if you didn’t visit the venue prior)
- For workshop-style presentations, secure markers and easels or oversized “sticky note” pads for stand-up small group discussion
- Arrange for (or bring) printed materials including handouts, books, business cards, name tents/tags
- A water bottle
Attire prep:
- Wear something you feel good in—for reasons that might surprise you
- Wear something that has a waistband or belt (so you can clip a microphone battery pack to it)
- Don’t wear any jewelry that could create interference with the microphone (lavalier and over-the-ear mics)
- Wear shoes you’re comfortable in; your feet are the foundation of your posture and you need to be steady (and undistracted by pain)
- If you’re traveling, bring a small portable clothing steamer
- If you’re prone to perspiration, choose layers, white shirts or black shirts to mask the visible effects (there are other remedies I can recommend; email me if you need ideas)
- Spot-remover wipes
Bonus tip: rehearse in your planned attire; some of my clients have discovered wardrobe issues by doing so.
Transit/travel prep:
- Store the venue address in your calendar and written on paper (with the event planner’s phone number) as a back-up for technology failures
- Store a secondary contact person’s number in case you cannot reach the planner
- Map your route in advance—using the “arrive by” setting—so you’ll know the typical commute time at the hour you’ll be traveling
Each speaker has unique needs and each venue and speaking gig is different. By using a checklist or a routine, you’ll ensure you’ve got what you typically need for a speaking gig, allowing you the peace of mind you need to feel confident and comfortable. That confidence enables you to give specific attention to anything unusual about the situation that might arise. And—more importantly—by knowing you’ve got everything you need, you’ll be poised to give your audience the best version of your presentation.