Technology and Workshops: Preparation is Key

By nature, I am a planner, not a procrastinator.  When I was in graduate school, a professor reminded us, “A lack of preparation on your part does not constitute an emergency on mine.”  Wise words, but when you are an event planner working alongside both planners and procrastinators, you have to be prepared for anything.  However, by planning ahead as much as possible, you can (hopefully) limit the number of “emergencies” that may arise.

Break-out sessions and workshops are a valuable part of many conferences.  With additional sessions, however, come additional leaders, additional set-up, additional materials and the additional chance for last-minute needs.

In order to prepare for these sessions, ask your workshop leaders these questions regarding media set-up prior to the event:

  1. Will you need a projection system for your computer?
  2. If so, will you bring your own computer, or do you need one provided? (Recommend your leaders bring their own computers.  This will help alleviate any issues with presentations displaying correctly.)
  3. Does your computer have a VGA or HDMI output? If not, do you have the proper adaptor, or do you need one provided?
  4. Where will you place your computer in relation to the projector? This will help determine the length of cable needed to provide.
  5. Will you need sound for your presentation?
  6. Do you need assistance setting up your computer with the projection system?

In order to serve your workshop leaders well, make sure you provide them with what they request.  If you cannot honor a request, let them know ahead of time so other arrangements can be made if necessary.  Remember, planning ahead helps you too!

Here are a few additional tips to pass along to your leaders using computers at their workshops:

  1. Before your workshop begins, give your computer a fresh restart. Only open the application you need to run your presentation.  Close other applications, including Facebook!
  2. Make sure your computer’s screen saver is off – you don’t want to be in the middle of your presentation only to have pictures from your latest beach vacation start to scroll.
  3. If you are using sound, turn the volume on your computer all the way up, and let the sound engineer control the volume on his/her end.
  4. Bring your power cord!