When someone invites me to be the lecturer at their conference, they usually get a list of questions from me first. Questions that help me prepare myself for the lecture and to create the unique experience for the audience.
At first, these questions cause panic and fear among the organizers, but they soon realize these questions can help them prepare themselves better for the organization of the conference.
The answer to this question is often taken for granted. Speakers may assume the equipment will be “as usual,” while organizers and especially venue owners may think their chosen format is standard or, at least, common.
But things get more serious when I ask two more sub-questions:
- What is the screen ratio? Is it 16:9 or 4:3?
- Can the presentation be in PPTx, PDF, or Google Slides?
Some older venues and classrooms still use projectors with the old 4:3 screen ratio and low resolutions like 1024×768. Newer venues typically have HD or even 4K screens, mostly supporting the 16:9 ratio. Some modern, wider screens have unusual ratios that can show more details, so it’s always a good idea to ask what the expected output will be.
What do I want to know?
For me, knowing the screen resolution is crucial. If the resolution is too low, details in my tables and Google Analytics screens can get lost, because they simply don’t fit on the screen. So, I kindly ask — please, give me at least an HD 1920×1080 screen.
Some speakers prefer Google Slides because it allows them to make last-minute changes, even a few minutes before stepping on stage. Mac users might favor Keynote, and the least favored format is PDF. Sure, we’ll send you a PDF to distribute to participants (if we allow it!), but please, please don’t make us present with a PDF. And don’t send out our PowerPoint or Keynote files to the audience either. What happens in venue, stays in venue 🙂
What if the organizer doesn’t know these technical details?
If organizers aren’t sure about the venue’s technical setup, it’s crucial that they communicate with the venue as soon as possible to gather this information. Without these details, speakers are left guessing and might show up with slides that don’t fit the screen properly or use formats that are incompatible with the provided equipment.
All in all, if you want to run a smooth event, communicate presentation formats and technical capabilities as early as possible. Trust me, your speakers will appreciate it!
Take a look at other questions for conference organizers, which help me prepare myself for the audience.
Also, if you want me to help you organize your event or to hire some great speakers, do no hesitate to contact me 🙂