Checkliste 3: Sorgen Sie für die optimale Ausstattung in den Räumlichkeiten

Checklist 3: Ensure optimal equipment in the premises

|Tom Schweitzer
If there's one big mistake you should avoid, it's underestimating the importance of the venue for your presentation. Overlooking this crucial factor in your preparations can be disastrous, potentially costing you your presentation or damaging your audience's reputation. No projector means no presentation, and no chairs mean a frustrated, standing audience. Play it safe by following these tips…
The location:
  • What are the conditions of the terrain?
  • Are there (enough) parking spaces?
  • Where exactly is the room located in the building, and are there any barriers?
  • How is the lecture hall accessed? Is a key handed out, or is someone responsible for the room?
  • What events might be taking place at the same time in the immediate vicinity / in the next room?
The lecture hall:
  • How big is the lecture hall?
  • Is there a technician who will take care of setting up and configuring the projector/lights/microphone?
  • Can the equipment brought along be adequately adapted to the circumstances?
  • Acoustics: Is the room small enough and shaped in such a way that a microphone is not needed? (When choosing the volume, consider listeners with impaired hearing.)
  • Visualization: Can all viewers see me clearly? How much spotlight is needed? Are the text and images on the slides easily legible? (Tip: If possible, be sure to click through the presentation beforehand to adjust the colors for optimal readability.) Do/can windows be darkened?
  • Can the room temperature be regulated depending on the weather conditions? What clothing should I choose accordingly?
  • Is there furniture available for you as the presenter (such as a lectern or chair), or will you need to stand freely? Is there a table for documents, drinks, and media equipment?
  • Is there a cloakroom, or can visitors take their belongings with them to their seats? What are the liability regulations?
  • Should I point out the cafeteria and restrooms (especially during breaks)?
  • Are there enough seats for the expected number of attendees? Are tables needed so the audience can take notes? Can additional seating be obtained at short notice? Is the room already set up according to the requirements, or does this need to be done before the presentation begins?
  • Is access to specific rooms guaranteed for the setup/equipment?
  • Do signs need to be put up so that the audience can find their way to the lecture hall easily and without difficulty?
This also covers the spatial conditions and technical equipment for your PowerPoint presentation. You can download the checklist as a PDF file here: Checklist 3_Ensure optimal equipment Finally, there are a few things to consider and do immediately before the presentation. Learn more in the following checklist.