Five things, one page, about five minutes to read. Hand it to whoever runs your sound and screens.
I have spoken at conferences for years, and I have learned that most of what goes wrong in a room has nothing to do with the talk. It is a dead microphone, a missed cue, or a laptop banished to the back of the room. This list prevents all three. I ask that the person in charge of your event confirm that these things will happen. Here it is, in the third person, for your team.
Terry's talk runs on comedic timing, and he plays video and audio on cue. Only the person on stage knows where the beat is, so an A/V table cannot follow it. Picture the Oscar winner flashing on screen while the nominees are still being announced. That is what happens to a joke when the laptop is anywhere but on stage with him.
Terry presents from his own MacBook Pro running Keynote. His presentation will not run on any other computer, so it stays with him and the file is not sent ahead. Please place a highboy (a tall cocktail table) on stage for the laptop, with power within six feet. It works as his confidence monitor, so he can see his slides without turning his back to the audience. He connects straight into your system, so have an HDMI cable waiting at the highboy.
A clip-on lavalier with a belt pack, not a handheld, a podium mic or a wired mic. Terry moves, and he does his best work with both hands free. Please test it from every part of the stage for volume and for feedback before he walks on.
The talk includes audio and video, so the laptop's sound needs to play through the main speakers. Please run a line from the laptop position to your sound board and check it before he walks on.
Your team provides the screen and the projection. Terry's slides are almost entirely photographs, so brightness matters. The projector must be at least 5,000 lumens. Anything dimmer washes the pictures out, especially in a ballroom with the lights up. Size the screen so the last row sees every image clearly. If you use more than one screen, at least one stays on Terry's slides the entire time.
Too small beats too big every time. Seat people close to the stage and close to each other, and skip the empty rows at the front. If you can, set theater style instead of round tables, at least for the talk. A packed room laughs louder and listens harder.
Clattering plates and a punchline do not mix. Schedule the talk on either side of the meal and the room stays with him.
People want to say hello, and they want a few minutes to think about what they just heard. A break gives them both.
Terry works with your team to solve it, and would rather hear about a challenge today than discover it on stage.
Event planners and association executives share what happened after Terry took the stage.
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