by Emily Giunta
• Tools and tips
• New technology
Aside from a microphone, what other tools do you incorporate into your meetings for presenters?
Regardless of the size of the meeting, it is important to make your presenters feel comfortable and give them the tools they need to be at the top of their game, giving the most effective presentation for your attendees. The tools you need will vary depending on the type of meeting, presentation, and size of conference room, as well as your presenter’s requirements.
• Wireless advancers
• Downstage monitors
• Slide & screen-sharing technology
Wireless advancers (also known as “clickers”) will allow your presenter the freedom to walk around the stage or meeting room while they are speaking. Many clickers have features from laser pointers to volume control.
When selecting a wireless advancer, consider the size of your room. Some clickers have range limitations but can still be used in addition to a system such as ‘PerfectCue.’ This gives a strong signal which can be used in a large ballroom or convention center space. The PerfectCue system can advance slides or signal graphics operators to advance to the next slide.
Your presenter may prefer having their laptop near where they are presenting. Talk to your AV partner and request a connection for their device, this may be on stage, at the podium, or on a small table where the presenter can view their screen.
Downstage monitors are most commonly used as confidence monitors to display the presentation without the presenter having to turn and look at the screens to see which slide is showing. Depending on the size of the stage, you may want to have more than one monitor. Downstage monitors can also be used to display questions for a panel discussion or a countdown timer to keep your program on track.
These monitors may be used for tele-prompting. When using tele-prompting for your event, you will need a professional teleprompter as part of your tech team. Be sure to schedule rehearsal time so your presenter feels comfortable.
Slide & screen-sharing technology
There are some nifty slide and screen-sharing tools that can be a huge advantage to your meeting attendees, as well as presenters.
‘Clickshare’ is a wireless presentation system created by Barco. Clickshare (www.Barco.com/en/Clickshare) is a device which can be integrated into the meeting room system to easily share your presentation from a laptop, tablet or iPad, or mobile phone straight to the screen. Once integrated into your boardroom, conference room, or small to medium sized conference room, this solution requires only a USB device connected to your laptop or a free app for mobile devices. Your meetings can become more collaborative with one touch.
‘Glisser’ (www.Glisser.com/Features/Live-Slide-Sharing), an integrated audience response system and event analytics platform, has an audience participation app which shares the slides from presentations to personal devices instantly. Rather than emailing out presentations after the meeting or posting on your website, why not put the presentation content in front of your attendees immediately?
The presenter stays in control of the slides, as it doesn’t allow skipping ahead. Attendees can type their notes within the app linked to the slide they are viewing. Following the session, they can download their notes along with the presentation, keeping everything in one place. This allows planners to gain insight into which slides audience members looked at, for how long, and whether or not they took any notes.
There are a lot of technology options to choose from that add to the overall meeting experience. The key is finding what offers the most value to you and to your presenters. There are many other elements you can incorporate such as stage managers, green rooms, and speaker ready rooms, to improve your presenters experience, as well as the overall event flow. From boardrooms to auditoriums, there are many ways to enhance your meeting and use the space in the most effective way. Knowing what your priorities are when planning the meeting will help give you a good place to start.