Conference Presentation Checklist: Slides, Laptops, and Audience Engagement

Slide Deck Preparation

• 📏 Confirm the aspect ratio with the organizer to ensure your slides display correctly, as incorrect ratios can lead to modification without your knowledge.
• 📄 Avoid sending slides too early; wait for aspect ratio confirmation and be prepared to adjust your deck and rehearse in the new format.
• 🔒 Protect your intellectual property by providing a PDF version of your slides instead of editable formats like PowerPoint or Keynote, and include your name, title, and copyright symbols on each slide.

Technology and Equipment

• 💻 Use your own laptop whenever possible, especially if you use a Mac, as in-house AV teams are often more familiar with Windows and may not handle Mac setups well.
• 🔌 Bring all necessary dongles for your laptop, as connections can vary (VGA, HDMI, USB-C).
• 🚫 Turn off Wi-Fi and disable all alerts and pop-ups on your laptop to prevent unprofessional interruptions during your presentation.
• 🔌 Bring your own remote control for presentations; do not rely on your phone or tablet, and ensure it's charged or has fresh batteries.
• 🔊 Test your remote's range with the AV team, as standard remotes may not work in larger rooms.

Interacting with AV and Audience

• 👋 Be friendly and proactive with the AV team; seek them out in advance, learn their names, thank them, and consider tipping them, especially in advance, to ensure their cooperation.
• 💡 Confidence monitors display what's on the main screen and often the next slide; ask the organizer about their availability and capabilities, but do not expect to use them for speaker notes as they are usually too small to read.
• 🤝 Attend the conference as an attendee before your presentation; engage with others, learn about the audience, and mention attendees in your talk to build relevance and avoid missteps.
• 📊 Understand your audience by asking about their size, companies, industries, and career levels to tailor your examples and ensure your message resonates.

Props and Handouts

• ✍️ Request specific props like flip charts or easels well in advance, being precise about your needs (e.g., a sturdy easel with a firm back).
• 📄 Distribute handouts with help from organizing staff just before your talk, and do not assume they will increase interactivity; asking questions is a more reliable method.
• 🔗 Include a clickable LinkedIn URL in the PDF version of your slides as a professional takeaway, rather than leaving business cards on tables.
• ⚠️ Avoid leaving business cards on tables, as it can appear unsophisticated and overly focused on sales.