Something sure to make the lives of technology managers easier

Share this with all of the non-technical users of AV systems in your organization, whether they’re presenting at home or on the road.

USING YOUR OWN PC?
If you plan on using your own laptop, check with AV/IT staff to be sure they can support your brand/model computer.

What type of video does the computer output, DVI or VGA? A DVI connection is found on some newer machines, but the predominant connection is still VGA. If you have a DVI connection, confirm that the projector has inputs for DVI. If not, you will need a DVI-VGA converter. You’ll also need to understand how to output video from your computer. Most PCs have a key combination that tells the computer to output the video (instead of only on the internal screen). Typically, these keys include the “function” (Fn) button along with an F key. For example, on a Dell laptop, you press Fn+F8 to output to a projector. It’s your responsibility to know how to do this on your computer.

Some computers use proprietary outputs. For example, the MacBook computers use either a mini-VGA or a mini-DVI cable to output the video. You need to know if your computer uses one of these cables. If so, it is your responsibility to bring one along with you. You should not assume that other facilities have the type of cable you need.

Matching the computer output to the resolution of the display (projector or flat panel) is an important factor in getting the image correctly presented on the screen. Check your computer’s user manual for the correct way to do this for your particular PC. Today, most projectors still use the XGA standard, which is 1024x768. Many laptops, however, use a much higher resolution. It’s good planning to make sure you know how to set your computer to the projector’s native resolution.

If you plan on connecting to the internet where you’re visiting, you should communicate with the facility’s technical people in advance. Some facilities don’t allow laptops from other places to be used on their networks, others have no policy on the matter, and most fall somewhere in between. In either case, assuming that you will have internet access could be a big mistake.

Before your presentation, make sure you turn off any power-saving or screen saver settings for your computer. Many laptop computers are set to turn off the screen after a short period of time, even when plugged in. You don’t want this happening during your presentation. You may also want to review your desktop image or background. Is it something you want the entire audience to view?

USING THE INSTALLED COMPUTER
If you’ll be using a computer that’s pre-installed in the room, you can assume that most of the previous items have been addressed. However, you still have some work to do. First, you will need to confirm with the technical staff that the computer is loaded with the same software that you plan to use for your presentation. For example, if you created a presentation in Keynote, and the computer only has PowerPoint, you’ll want to know that before you show up for your presentation. If you plan on showing web pages, you’ll want to know what browser you have used to test your presentation, and be sure the computer will have that browser available.

Be sure to have a “hard copy” of your presentations on a CD or USB thumbdrive. Make sure to include all files associated to your presentation, such as:
Video files
Audio files
Data files
Photos used that may be linked to your presentations.
Other files (like HTML or website references)

Test your presentations, independent of a network, on a standalone computer using only your primary memory storage and your CD backup to make sure that all of your content is available to your presentation. Check that the videos play, the audio (if any) works, and the links to any HTML documents can be found by your presentation software. Often when creating a presentation on a computer that is connected to a LAN, the presentation software will “link” to the original file stored somewhere on the network. This link may need to be redirected to your local storage item.

When you name your presentation file, include your last name in the filename, and a unique title pertaining to your talk. It is not unusual for an event to have multiple presenters who all name their talk so similarly that when they are transferred to a common computer, it’s hard to distinguish one presentation from another. By using your last name and a specific title, the presentations may be easily arranged in sequence for the event.