Venue and Equipment

Preparing the Room

You do not always have the privilege to have full input into your venue/environment but be aware of the ideal environment. Perhaps you can make minor changes, even if you cannot select or change the entire setting.

There are several types of places where you may find yourself giving a presentation. You may not find the environment perfect, but try to look for the most appropriate under the circumstances:

• Large enough to fit all the people invited or expected to attend.
• Temperature control is working properly. Set the room temperature at about 21°C.
• Be early and check all equipment (power supply, cleanliness of overhead projector glass, flip chart paper and pens).
• All the seats are positioned in such way that no one must break their neck to see the visual aids.
• Enough space is provided for visual aids.
• The lighting is controllable or set at a level that can be seen.
• The room has enough power points strategically located for the electrical equipment you may want to use.
• The acoustics are suitable for the lecture.

Using Training Aids

Producing effective training aids is only half the battle. You also must use them effectively.

Flipcharts

• Practice writing clearly and find out what size the letters should be to be readable at the maximum distance.
• Don’t feel pressurized that people are watching you and scrawl illegibly. Take your time and write neatly.
• Don’t be afraid to involve the group in the correct spelling of names, words or places.
• Use several colours of pens for variety and “readability”.
• Don’t talk as you write.
• Use numbers, symbols, circles and underlines to help separate ideas and highlight key points.

On-Screen Presentation

If you are projecting directly off a laptop onto a screen, ensure you know how to get your laptop to project when connected to the specific equipment at the venue. Also know how to go backwards and how to omit slides from the presentation but not from the file itself.

DVD

• Preview the DVD again just prior to using it in the presentation.
• “Cue” DVD’s so they are “ready to roll” when used, rather than causing the participants to view several minutes of countdown.
• Provide an appropriate level of lighting which allows participants to take notes if they wish.
• Play the DVD at an appropriate volume.
• Pause the DVD at key points to encourage discussion as a means of keeping viewers actively involved.

Handouts

You will have to decide the most opportune time to give them out – before, during or after your presentation. Remember that people will examine them and go through them when they receive them, so don’t keep talking at that time.

Tips on Using Audio-visuals Effectively

• Don’t let your audio-visuals interfere with your presentation. Thus:
  • Don’t bring it out until you’re ready to use it.
  • Get rid of it when you’ve finished using it.
• Know your visuals. This keeps the element of surprise away!
• Test any equipment you may be using.
• Don’t stand between your visuals and the participants. Stand to one side and use a pointer.
• Don’t pass samples or other objects around while you’re talking, or you may end up competing with yourself.