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The "Big Show" - On-Site Checklist
by
Moore Anderson
You're
setting up for the big conference; the projectors are lined up and
the image is sharp and bright. The drapes and signage are in
place; the sound check for the podium and wireless microphones has
gone flawlessly. But you're still nervous. Now, you ask yourself,
is there anything else I should think about before the audience
arrives? Your final check of the show computers is time well spent
- here's Moore's checklist.
On-Site
Checklist
-
Two
computers with a switchover box is the typical professional
on-site configuration. This redundancy give you an extra
insurance against computer glitches (We never have those, of
course). Make sure your back-up computer is configured the same
way as your main one. Ideally, the main and backup should be
exactly the same computer make and model. The on-site staging
company or hotel AV department usually will help you plug into
the projector and provide the switchover box to the projection
system.
-
Be
sure your show is the current version and is copied on the main
and backup computers. I like to burn my final show from a CD-ROM
for a fast load-in. It's a good idea to have a "fonts" folder on
your show CD so that any special fonts are available for
installation. Be sure all fonts necessary to your show are
installed in the Windows/Fonts directory or the WINNT/fonts
directory if you're running Windows 2000.
-
If
you make changes for clients on-site (and who doesn't), be sure
to do them all on the unit you designate as the "main".
Life can get confusing if you don't. Remember to copy the new
files to your backup unit at the end of the rehearsal period.
I've used a Zip disk drive, CD-RW drive and LapLink
cable/software to transfer files to the backup in the past, but
now I set up a local network using a crossover cable and my
Ethernet connections. A zip disk and CD-RW has the advantage of
storing an additional backup of your final show once all the
on-site changes are in.
-
There
are a couple of ways to handle advancing the slides. Most
production companies use a person behind the screen (Rear
Projection) or at the control table (front projection) to
actually advance the frames on the speaker's cue. We use a "cue
light" box near the computer which the speaker activates
from a controller on the podium - two if using a dual podium
setup. (A hard-wired box with an audio and visual cue is strongly
recommended. Almost all radio controlled cue boxes are glitchy
and erratic.)
-
A
second approach is to use a radio controlled unit like the
Interlink Electronics RemotePoint RF unit that I sometimes use
where the clients feel comfortable with advancing their own
slides. This plugs in to your mouse port. It has a good range
(rated at 100 feet, but I've tested it up to 350 feet). You still
need someone to "standby" on the computer backstage for
emergencies, but this controller has proven fairly reliable.
Check or replace batteries before a big show. The backstage
operator is limited to keyboard commands only, since the mouse is
now the RF controller.
-
The
graphics card in your computer should have at least 16 MB of
memory to display full color image at 1024x768 resolution at
Truecolor 32 or 24 bit color (16 million colors). A 32 MB or 64
MB display card memory is even better.
In
the "Display" dialog on the Control Panel under the
"Settings" tab, the "Advanced" button/adapter
tab will enable you to set the display to 60 cycles per second -
this is more in sync with video display rates for projection
systems. (The 60hz setting can cause eyestrain and headaches, so I
don't use this setting for my day to day work.)
-
Under
the Effects tab of the Display dialog, have "Smooth edges of
screen fonts" checked.
-
Under
the Settings tab, check the color and configuration of
your screen display - currently my clients are running 1024x768,
24 bit or 32 bit color (the maximum color depth).
Here's
how my display dialog looks for running a show:
-
If
you are running a laptop, then you don't need VGA monitors
backstage, but you will need to use your Function+f10 key
(depends on the computer make) to display both your LCD screen
and the projector.
-
Bring
your own surge protector multi-plug. Don't trust on-site power to
be clean. Be sure all power cords are taped down
with gaffer tape. Clients have sometimes been known to stumble
over things backstage and disconnect the power to the computer.
-
A
tensor reading lamp to see your script and printouts backstage.
Cued scripts are the ideal, but the reality is that few
presenters use scripts these days.
-
Under
"Tools/Options" uncheck box for "Show popup menu
on right mouse click" and "Show popup menu button".
-
Under
the "Slide Show" menu choose "Set Up Show".
If you are using PowerPoint XP 2002, you should check the "use
hardware graphics acceleration" box at the bottom. Radio
buttons for "Presented by a speaker (full screen)",
Show slides "All"; and Advance slides "Using
timings, if present" should be checked as shown:
Fighting
Murphy's Law
We
all know that there are a multitude of things that can go wrong in
any high-tech situation. However, if you have followed these
helpful hints, you will have gone a long way towards avoiding many
of them. Stay calm - deep breathing does help! (I'm
not kidding.) Have a great show and good luck!
Moore
Anderson is a professional PowerPoint designer and graphic artist.
He also runs shows for large corporate clients around the country.
He has won national awards for his work in video and interactive
applications. With a 15-year background as an art director and
creative director for large production companies in the Chicago
area, he now runs his own business as a graphic designer and
PowerPoint guru. He holds an MFA from the University of Iowa in
printmaking and multimedia. Check out www.mooreanderson.com
or call 847-419-1400 for "Moore" information.
Copyright
2002
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