Technical checklist for a corporate presentation
A successful corporate presentation stands or falls on the technology. This checklist walks through sound, image, lighting, laptops and connections, back-up and the dress rehearsal, so you forget nothing.
Start here
A corporate presentation rarely fails on its content and often on its technology: an image that does not come through, a speaker who cannot be understood, a laptop without the right connection. The checklist below prevents exactly those moments. Go through it point by point during preparation and once more during set-up.
Sound
Sound is what the audience notices as distracting the fastest. Make sure every speaker is effortlessly audible, all the way to the back of the room.
- A microphone per speaker or shared, matching the programme
- Handheld microphone, lavalier or headset chosen based on movement and hands-free needs
- Sound from the presentation (videos, music) connected separately and tested for volume
- A soundcheck with the actual speakers, not just with the technology
- Feedback checked by walking through the room with an open microphone
- Spare batteries and a spare microphone ready
Always test videos with sound separately. A clip that sounds fine on your laptop sometimes comes through far too soft or too loud on the room system.
Image
The image must be clearly legible from every seat. Consider size, brightness and the correct ratio.
- Screen or projector chosen based on room size and light conditions
- Aspect ratio of the presentation set correctly (usually 16:9)
- Legibility checked from the back row, including small print and charts
- Presenter mode on the laptop tested so notes appear only for the speaker
- No screensaver, system notifications or automatic updates that pop up while speaking
- Transitions and embedded videos played on the actual image system
Lighting
Lighting is often forgotten, but it determines whether the speaker is visible and whether the screen looks good.
- Speaker lighting so faces are clearly in view
- Room light dimmable or zoned, so the screen does not wash out while the audience can still take notes
- Direct light on the screen or projection avoided
- For video recording or livestream: even light without harsh shadows
A good rule of thumb: if you can only see the screen properly with the lights completely off, the balance is not right. Aim for a legible image with enough light to see the speaker.
Laptops and connections
This is where things most often go wrong in practice. The speaker’s laptop does not connect to the system in the room.
- Connection type of every laptop known (USB-C, HDMI or other)
- Correct adapters present and tested with the actual device
- Presentation opened and clicked through on the laptop you will really use
- Automatic sleep mode and notifications turned off
- Charger connected, so the laptop does not run out halfway through
- Clicker or presenter remote tested, including range from the stage
- With multiple speakers: how switching is handled, via one laptop or a switch
Preferably have speakers deliver their presentation in advance on one central laptop. That saves hassle with changing devices and connections during the session.
Back-up
Technology sometimes fails. Whoever has a back-up solves it without the audience noticing.
- Presentation saved locally, on USB and in the cloud
- Spare laptop with the same presentation ready for critical sessions
- Spare microphone and extra batteries within reach
- Spare cables for the most important connections
- A technical contact reachable during the event
The test and dress rehearsal
Testing is not a formality but the most important part. Do it on time and with the actual equipment.
- Set-up and testing well before the start, at least two hours before the first guest
- Every speaker briefly runs through the opening and closing slide on the actual system
- Microphones, image, sound and clicker fully run through once
- Transitions between speakers and programme segments rehearsed
- Someone appointed to keep an eye on the technology during the presentation
In closing
A presentation that is technically sound gives the speaker peace of mind and the audience confidence. Go through this checklist deliberately and schedule enough time for testing. Want to be sure that sound, image, lighting and back-up all work together in your room? HuurAV arranges the complete technology and the testing, so you can focus on the content. Feel free to request advice for your next corporate presentation in Amsterdam and the surrounding area.
Frequently asked questions
How far in advance should I test the technology?
Schedule the set-up and testing ideally half a day before the start, or at least two hours before the first guest arrives. That gives you room to solve problems without time pressure and to run a short rehearsal with the speakers.
Which connection do I need for my laptop?
That depends on your laptop. Many modern laptops only have USB-C, while image systems often work via HDMI. Make sure you bring the right adapter or request one, and test it beforehand with your own device.
What is the most important back-up I should arrange?
Save your presentation both locally on the laptop and on a USB stick and in the cloud. A second laptop with the same presentation is the safest option for critical sessions, because you can switch over immediately if something fails.
Do I really need separate lighting for a presentation?
For a speaker on a stage, yes. Room lighting often makes faces look flat or dark. A simple spotlight or speaker lighting ensures the speaker is clearly visible, including on photo and video.