Will you use your own laptop, or is there a central place to send your presentation in advance? In both cases, ideally use the break before you’re on to make a quick check. Does your computer connect OK to the projector and the presentation show as you expect? Or does your presentation appear correctly on someone else’s laptop that’s being used for all files?
Often when you plug into a projector, there can be problems with screen proportions. For example, if you’ve set your presentation up in 4:3 format and the screen is 16:9, this will stretch your content, logo and images. Usually in such cases, there will be a technical guy to fix it. If not, try yourself for a couple of minutes at the maximum, but don’t worry too much – it will still look OK.
If you’ve sent the presentation to someone else in advance, there is a possibility they will be using a different version of PowerPoint than you, which can cause some problems. Using standard fonts and avoiding excessive animation reduces most risk in this case as the majority of glitches will be in how the type appears and how the animation works. Have a quick look at 3–4 slides – you’ll know straight away if there is a problem.
A small but important detail: if you’re using a Mac computer to present with, make sure you have the adaptor cable to connect to the projector. It’s annoying but true that Macs have a different connector from PCs. Any Apple Centre will have the right cable and adaptor.
Is there a lectern? Usually there is some kind of platform or table that has the presentation computer on it. We’ll come on to your movement and body language later – for now, I would say that you can either do the presentation from behind the lectern or move around. Both have their benefits, and in general, it will be more dynamic if you move across the stage.
However, the lighting may be set up specifically so that you need to be behind the lectern to be seen – in which case, moving around is counter-productive.
If you do stay behind the lectern, you might have a temptation to grip hold of its sides for dear life! This is a clear signal to the audience that you are nervous, so just relax, stand up straight and deliver the story. Your hands should be free, ready to emphasise key points.
Is there a microphone? And is it wireless or hand-held?
If it’s wireless, then make sure you know how it will be attached to you. Is it going to be passed on from the previous speaker, or are there two mics so that you can attach it while the previous presenter is on stage? The second option is naturally better and easier, but if you do have to swap over, just take your time and don’t hurry. The audience can wait for you to organise these small details.