equipment needed for a presentation

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Essential Presentation Equipment Checklist

In our busy world, having the right equipment for presentations is super important to communicate well. It doesn’t matter if you’re a grown-up or a student, being ready with the right tools can make your message awesome and get everyone interested.

Our comprehensive checklist covers the must-have equipment for both in-person and virtual presentations. From projectors to audio systems, discover how to amplify your message and leave a lasting impact.

Importance of Using Proper Presentation Equipment

When it comes to showing things with pictures and sound, it’s really important to use the right equipment. Having the right tools can make you look more professional, make people trust what you say, and make your presentation more successful.

• To have a successful presentation, you need the right equipment. It’s like building a strong base for a house. When you talk to people or show things, using good tools makes everything go smoothly. It’s like having a clear and colorful screen, good sound, and no technical problems. This way, people will pay attention to what you’re saying and won’t get bored.
• Enhancing Professionalism and Credibility: When you have really good presentation equipment, it shows that you take your job seriously and want to do a great job. It’s like having special tools that make you look professional and reliable. When you use these top-notch tools, people can see that you’re well-prepared and pay attention to even the smallest details. Whether you own the equipment or rent it, using high-quality visuals and sound makes your presentation look really polished and memorable. It’s like having a shiny badge that says you’re really good at what you do.

Must-Have Presentation Equipment

To make your audio visual presentation awesome, you need the right tools. We’ll give you a presentation equipment checklist of important things you should have.

These items will make your presentations even better. We’ll talk about projectors, laptops, clickers, and cables, and explain why they’re useful. We might also suggest some other options or give you advice.

Checklist of Essential Presentation Equipment:

A high-quality projector is a cornerstone of any audio-visual presentation. It allows you to display your content on a large screen, making it visible to the entire audience. Consider a projector with sufficient brightness and resolution to ensure clear and vibrant visuals.

Alternatives include portable projectors or even using a large TV screen if the venue permits. Projector and screen rental can help you with this.

A reliable laptop is essential for storing and displaying your presentation slides. Opt for a model with sufficient processing power and storage capacity. Ensure it has compatible ports for connectivity with other devices. For those who prefer a lightweight option, consider a tablet with presentation capabilities or a hybrid laptop-tablet device.

Wireless Clicker

A wireless clicker is a cool gadget that helps you change slides without being stuck to your laptop. It’s like having a magic remote control. Find one that feels nice to hold and has easy buttons. If you don’t have a clicker, you can also use some special apps on your smartphone instead. It means you won’t need another device to control your slides.

Cables and Adapters

Having different cables, adapters, and docking stations is really important. They help you connect different devices together seamlessly. For example, HDMI, VGA, and USB-C cables are often used to connect laptops to projectors or screens. Sometimes you might need an adapter to make devices with different ports work together. In this regard,   look here  for options like an HP laptop docking station or one from another reputable brand to streamline your presentation setup even further. It’s like having special tools that let you connect things that don’t fit directly .

Audio Equipment

Depending on the size of your audience and the venue, audio equipment may be necessary to ensure clear and audible sound. Consider a portable speaker system or microphones for larger spaces. For virtual presentations, a good-quality headset or microphone can enhance the audio experience for remote attendees.

Audio-Visual Considerations

When you’re showing things to people, how they look and sound is really important. It’s like when you watch a movie or a cool video.

In this part, we’ll talk about why the things you see and hear are so important. We’ll also explain why having good sound is crucial for making a presentation that people will remember and really like.

The Significance of Audio-Visual Elements

Using cool things you can see and hear makes your presentation better. It’s like when you watch a movie with awesome pictures and great sound. In your presentation, you can use things like slides, videos, and pictures to help explain your ideas.

Audio visual presentation makes it easier for people to understand. At the same time, having clear and good sound makes your presentation more interesting and captures people’s attention. It’s like having a soundtrack that makes the story more exciting.

The Importance of Sound Quality

Having good sound is really important when you’re doing a presentation with things you can see and hear. Bad sound can make people not pay attention and make your message less powerful. To have great sound, think about using really good microphones or speakers.

If you’re speaking to a big group of people, having a special microphone, like one you hold or clip on your clothes, can make your voice louder and clearer.

And having good speakers can make the sound reach everyone in the room and make it feel like they’re inside the presentation. When you’re choosing sound equipment, remember these things:

• Venue Size: When you’re picking sound equipment, think about how big the place is where you’ll be doing your presentation. You want to make sure everyone can hear you well. If it’s a big room, you might need more powerful speakers so the sound reaches everyone. But if it’s a small room, you might not need such big speakers. It’s like using the right size of speakers for the right size of room, so everyone can hear you clearly.
• Virtual Presentations: Pay attention to the audio quality for remote participants. Use a good-quality headset or microphone to enhance the audio experience and minimize disruptions.
• Test and Adjust: Prior to your presentation, conduct thorough sound checks to identify any issues and adjust the volume levels accordingly. This ensures a seamless and uninterrupted flow of sound during your presentation.

Tailoring Presentation Equipment for Specific Audiences

To give a really good presentation, it’s important to know who you’re talking to and what they want. Different people, like businessmen, teachers, or students, have different things they expect and need.

In this part, we’ll talk about how you can choose the right presentation equipment for different types of audiences. This way, you can make sure they stay interested and really like what you’re saying.

Businessman and Agent

• Portable and lightweight equipment: When people in business need to travel to different places, it’s important to have equipment that’s easy to carry. Things like small projectors and thin laptops are great because they don’t take up much space and are light to carry. It’s like having things that can easily fit in a small bag and won’t make your luggage heavy. So, it’s easier to take them with you wherever you go!
• Wireless connectivity: People who work in business or as agents sometimes need to connect their devices, like laptops or phones, to big screens or projectors. They want to do this without any problems like things not working or getting stuck. Having wireless connectivity means they can connect their devices easily and make their presentations without any technical issues. It’s like having a special way to connect things without using any wires that can cause trouble.

Teacher and Student

• Interactive whiteboards or smartboards: Educators and students benefit from interactive presentation tools that allow them to engage with the content actively. Interactive whiteboards or smartboards enable collaboration, annotation, and dynamic visual displays.
• Document cameras: Teachers often need to display physical documents or objects. A document camera allows for real-time projection of these materials, making it easier to demonstrate concepts and engage the students effectively.

Event Planner

• Audiovisual systems for large venues: When event planners have to give presentations in big places, they use special equipment so everyone can see and hear everything well. They have really loud and clear speakers for sound, big screens for the pictures, and strong projectors that make the images really bright. It’s like having super powerful tools to make sure everyone in the big place can enjoy the presentation without any problems.

Sometimes, people who work in business or as agents need to show things from their devices on big screens. They want to do this easily, without any problems.

Wireless connectivity helps them connect their devices to screens or projectors without any wires. It’s like magic, making things work smoothly without any hassles.

Additional Tips for Successful Presentations

Besides having the right stuff for your presentation, there are some other things you can do to make it even better. In this part, we’ll give you some helpful ideas to make sure everything goes well.

By following these tips and making sure your setup is good, you’ll be ready to impress your audience and give a presentation they won’t forget. It’s like having some extra tricks up your sleeve to make your presentation super awesome.

Practical Tips for Successful Presentations

• Prepare Backup Files: Always have backup copies of your presentation files on multiple devices or cloud storage platforms. This ensures that you can access your content even if there are technical issues with your primary device.
• Arrive Early and Set Up: It’s a good idea to get to the place where you’ll be doing your presentation early. This way, you can look around and get used to the space. You’ll also have enough time to set up your equipment without feeling in a hurry. If there are any problems with the technology, you’ll have time to fix them. It’s like getting to a party early so you have time to get comfortable and make sure everything is ready.
• Practice with the Equipment: Before you do your presentation, practice using the equipment. Try out the clicker and see how it works. Test the projector and make sure the sound is good. Check that all the cables and connections are working properly. Doing this will help you feel more comfortable and sure of yourself when you actually do your presentation. It’s like practicing with your tools before a big game, so you know they work well.
• Double-Check Your Setup: Before you start your presentation, make sure everything is set up correctly. Check that all the equipment is connected the right way and that you’ve adjusted the settings how you like them. Make sure your slides, videos, and other things you want to show are appearing on the screen correctly. Also, check that the sound is working as it should. It’s like making sure everything is good to go before you start so there are no surprises. Never forget about this on your presentation checklist.

Elevate Your Presentations with the Right Equipment and Preparation

To make your presentation really awesome, you need to have the right visual presentation tools and follow some helpful tips. It’s like having a secret recipe for success! By using the checklist we gave you and following the tips, you’ll look more professional, make people trust you, and be really good at presenting.

It’s also important to use things that your audience will like. For example, if you’re talking to businessmen or teachers, use things that they’ll find interesting. And don’t forget about sound quality and using pictures and videos in a cool way.

RentForEvent can help you get all the things you need to make your presentation amazing. So, get ready to impress your audience and give them an experience they won’t forget! 

A maestro of understated eloquence, Alexander crafts words that echo with silent profundity. Exploring the vast landscapes of thought and emotion, he channels the unspoken essence into every piece.

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Presentation Checklist: Essential Items for a Presenter’s Laptop Bag

• Dedicated laptop power supply that stays in your bag. Leave the original computer manufacturer version at your desk. Every time I buy a new computer, I also buy an extra AC adapter, but you can find a number of universal power supplies at your local office or computer supply store.
• Presentation remote control; your own equipment which you have used before.  Find out how to choose a remote control .
• Extra AA and AAA batteries for remote, headphones, and other equipment, plus spare 9-volt batteries for the wireless microphones in a meeting room. Although these are often supplied by a hotel or A/V staff, when these go dead, it always seems to be in the middle of a presentation.
• Adapters and dongles: Display adapters and other dongles to ensure you can connect your laptop to the provided projection system. Mac users often need an expanded selection depending on the types of ports on their notebooks.
• Mouse and mouse pad.
• A three-prong extension cord or power strip.
• AV or gaffers tape to tape down cords; duct tape is too sticky and leaves lots of residue.
• Security cable for laptops: although these can be cut, they create a deterrent to a swift thief.
• Portable timer or clock or timer phone app with a readable display to monitor presentation time. I run the Minimalistic Countdown Timer on my iPad and iPhone. Check out CountdownKings   for download details.
• Rubber door stop for a wobbly or uneven projector.
• A backup copy of your presentation on an accessible cloud drive or USB flash drive to transfer it to another laptop if you have equipment failure.
• Hard copies of presentation slide show and presentation handout.
• Presentation notes.
• Playing music? Smartphone or laptop loaded with royalty-free music you can play during walk-ins and breaks in your program, plus your personal playlists of music, movies, and TV shows.  I typically play music directly from my laptop and then connect the sound system to my laptop.
• Notebook or Bluetooth speaker for video audio and music for smaller sessions.
• Cell phone, video camera, surge protectors, and chargers for all mobile devices; adapters and airline chargers for international travel. Bring a tripod with a phone or camera attachment if you want to shoot a video of your presentation.
• Noise-canceling headphones to help buffer noisy plane flights.
• A spare pair of earbuds.
• Copy of AV room setup.
• Copy of your presentation introduction printed in a large font on heavy cardstock.
• Monitor extension cables. Although this may not be needed by many presenters, a monitor extension cord is one of my essentials as I present directly from my laptop and often need to move it further away from the projector.
• Labels with my name and contact information on my laptop and all accessories.
• Cough drops or throat drops; avoid cherry flavored, which will give you an odd red mouth. I also travel with a small, portable throat spray such as Singer’s Saving Grace.
• Pepto-Bismol chewable tablets, Imodium AD, and other first-aid remedies to help you recover from a long flight or strange food.
• Eye mask for airplane naps. Also handy for ending unwanted conversations with annoying seatmates.
• Color copies of your passport and driver’s license. Also, upload to the cloud for easy reference.
• A collection of $5, $10, and $20 bills for tipping hotel setup staff, AV team, and other helpful personnel.
• Starbucks Coffee gift cards for handy thank yous.
• A copy of this checklist for easy reference and to add your own items.

Download your own presentation equipment checklist .

All this, and more, should fit neatly in your carry-on bag. Not only have these essentials saved me multiple times, but I have also rescued a number of my fellow presenters as well.

Were these PowerPoint tips helpful? Discover more PowerPoint techniques and shortcuts at  TheSoftwarePro.com/PowerPoint .

© Dawn Bjork, MCT, MOSM, CSP®, The Software Pro® Microsoft Certified Trainer, Productivity Speaker, Certified Speaking Professional

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Audio Visual Presentation Equipment: 12 Things You Must Have

Creating a great presentation is about more than just making sure your content is in perfect condition. Presenters that want to create effective presentations no matter the venue or audience size will need to carry the right presentation equipment with them at all times, ensuring they can work in any venue at any time.

However, it can be tricky to understand what equipment you need for your business presentations. Don’t worry; we’re here to help. We’ve compiled this guide to 12 essential business presentation equipment so you can take your presentations to the next level!

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How can you make an appealing presentation?

To create an appealing presentation, you must use the right AV equipment . Getting your hands on the right equipment will allow you to create a dynamic presentation that boosts engagement and leaves your audience craving more from your business.

Having the correct equipment also helps you accommodate larger audiences in different venue sizes. This can help you be a lot more flexible with your presenting schedule, which can result in more business opportunities.

How to choose the right equipment for audio-visual presentations

The best way to choose the right audio-visual equipment is to consider your presentation goals and audience size. Your audience size will dictate how extensive you need your supporting AV equipment list to be.

For example, if you’re presenting to hundreds of attendees in a large-scale conference, you’ll definitely need a microphone and a comprehensive sound system. However, if you’re presenting in a small conference room to a select number of colleagues, you probably won’t need to use speakers and microphones!

Your engagement goals will also dictate what equipment you need. For example, if engagement is one of your priorities, then you should choose visual equipment to take your production value to another level!

Business presentation equipment list: what are the 12 things your company needs?

Here’s 12 things that you’ll need for a successful business presentation:

1. Portable speaker

One of the first things you’ll need to include in your business presentation list is a portable speaker.

If you’re presenting in unknown locations on a regular basis, it’s good to bring a portable speaker to account for any venues that might not have access to AV equipment.

With a portable speaker, you can ensure that all of your audience will hear your valuable input, no matter the acoustics!

2. Wireless microphone

Wired microphones make it very difficult to interact with your audience and transport them between locations. So, we recommend using wireless microphones for your business presentations. These are essential pieces of equipment if you’re presenting in an environment that doesn’t carry sound well and catering to anyone with hearing impairment.

Wireless microphones allow you to move freely around your presenting venue, facilitating more audience interaction and engagement.

3. Flipchart

Although simple, flip charts are a great piece of equipment for your presentation. Suppose an audience member makes an amazing suggestion for a product that you want to note down. In that case, you can use a flip chart to note down audience contributions for all your audience to see to make the experience more interactive.

Flip charts are also a must for smaller-scale business presentations, as your presentation is likely to spark group brainstorming sessions. With a flip chart, you can easily map out ideas that you can take to your next presentation for inspiration.

4. Good quality video screen

Having the right video screen and visual technology is a big part of staging an effective business presentation. Your choice of video screen will also have a big impact on your engagement levels, so it’s important to choose a dynamic video display method that engages and excites your audience.

We recommend using a video wall as your primary visual communication method. This wall consisting of multiple monitors is a great way to communicate a high volume of information with ease.

With a video wall, you can separate individual monitors and stream snippets of content in a digestible yet engaging manner. We think this is far more effective than relying on standard interactive whiteboards!

5. Video wall controller

The video wall controller is a must-have for any presenter wanting to use a Windows operating system with a desktop on their video wall. With a video wall controller, you can manage input signals from HDMI, DVI and SDI sources that then transmit to multiple monitors across your video wall.

You can easily control your video wall layout with a controller by dragging and dropping content across the screen into your desired position. We think this is a must for all AV presentation projects!

6. Video wall matrix switcher

A video wall matrix switcher is perfect for any presenter looking for an all-in-one solution. This control box processes input and output signals while seamlessly switching between different input signals.

This system is a must for any presenter managing a demanding AV project, as it provides a single interface for multiple functions. You can also generate fade in and out effects with this switcher, making it the perfect tool for making your presentation more dynamic for your audience.

7. Video wall processor

A video wall processor is a great way to increase your presentation’s production value. A video wall processor is a control box that transforms video signals from HDMI sources into viewable content.

Processors help presenters control their video wall layout by displaying footage over video wall screens, no matter the size or video wall positioning. Processors also allow presenters to create impressive effects like streaming background videos with accompanying text or images, seamless switching and fading in and out.

This can have a positive impact on your audience engagement.

8. HDMI cables

Most audio-visual equipment uses HDMI cables to transmit video signals from the source to the screen. Although necessary, it’s easy to lose a HDMI cable, which can have a devastating impact on your presentation, especially if you routinely use video presentation systems like controllers or processors.

It’s always best to pack a few extra HDMI cables into your bag before heading to a venue. This will mean you can adapt to their AV equipment availability and account for any lost or left-behind HDMI cables from your previous presenting gig!

9. Portable projector

If you’re a presenter on the go, you’ll understand the frustration of having inconsistent visual systems to display your presentation. However, there’s a pretty easy and affordable solution to this.

Portable projectors are a great way of packing a cinematic experience into a relatively small box. With a portable projector, you can use any blank wall in any venue to stream your content, meaning a lack of visual equipment does not restrict you if you’re presenting in an ill-equipped venue.

10. Wireless remote for presentations

Part of creating a seamless presentation is having complete control over your presentation progress, speed and what your video wall displays. Although, this can be tricky if you’re also trying to walk around your presentation space to interact with your audience.

If you don’t want to rely on a lighting, audio and visual technician to control your presentation slides, you can use a wireless remote, also known as a ‘clicker’.

A clicker is a great way to control the speed of your presentation while maintaining full flexibility to walk around your presentation space and interact with your audience. With a clicker, you can discreetly move your presentation forwards and backwards while maintaining full eye contact with your audience. This also gives your presentation a much more professional look!

11. Wireless keyboard

This one's for presenters that flit between venues on a near-daily basis. You might need to use a keyword to switch between slides, navigate Windows desktops from your video wall controller, and interact with your presentation content during your presentation.

However, carrying around clunky wired keywords can interrupt a seamless display and limit your flexibility around your stage. It can also make it very difficult when traveling in between venues.

We recommend using a small wireless keyboard for your presentations to combat this. This is a great way to have more control over your presentations while retaining a seamless look and having more mobility around your stage.

12. Adaptors

When you’re a presenter on the go, and you regularly travel to different locations, you’ll know that not every venue has compatible equipment for your presenting technology. Although this can be incredibly annoying and potentially very stressful, using adaptors is an easy way of ensuring you can continue your regularly scheduled presenting program.

Using an HDMI, VGA or DVI adaptor is a great way to ensure your technology, like your portable projector or speaker, can easily connect to your venue’s AV equipment. This relatively inexpensive bit of kit can save you a lot of time and ensure you can quickly adapt to any new set-up that uses alternating outputs.

If you’re regularly using video wall matrix switchers, processors and controllers, this is a must for your presenting kit!

Final thoughts

At Dexon, we aim to take your presentations to the next level, so that’s why we provide an amazing stock of high-quality video matrix switchers, processors and controllers. Our equipment is the perfect remedy for any presenter wanting to boost their engagement level and transform their presentations into a cinematic experience for their audience.

For versatile AV equipment that is perfect for every presentation, check out our product family where you can find your perfect controller, processor or switcher!

DEXON Systems +36 23 422 804 +36 23 445 199

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Presentation Guru

10 essential items for the presenter on the go.

If you are a professional presenter, motivational speaker or someone who has to give presentations frequently, you might want to use your own presentation kit. In a previous post we pointed out various tech problems for presenters and how to avoid them, as well as a comprehensive guide to use a mobile device to give a presentation . This time we will provide you with a list of the 10 essential presentation items that you can keep in your presentation kit to avoid running into an embarrassing situation due to technical problems or the absence of critical equipment at a venue.

1) Portable Projector

I was at a seminar a few days back and the only presenter that stood out among the rest was the one who had some visual aid. Speeches can be boring and keeping your audience attentive without a visual aid can be hard. This is why it is useful to make presentation slides or to use videos, diagrams or charts to explain your presentation topic. However, not every presentation venue has projectors, and sometimes you can be left with no choice but to opt for an oral presentation.

What can help you avoid missing out on that critical piece of visual aid is the use of a pocket / portable projector. Not only can a portable projector be a lifesaver in meetings and conferences but also when there might not be any projector available for presenting your content; or when the available projector might be busted.

If you’re looking for a portable projector, you might want to look into a tripod pocket projector or a model like the Magnasonic mini video projector , which works with smartphones, tablets and cameras.

2) HDMI / DVI / VGA Adapter

Projectors and computers are not always the happiest couple. Sometimes you can end up with a projector which has no HDMI input (e.g. a legacy model), which means your laptop will not be able to connect to it, as modern Windows based laptops usually don’t have a VGA port. If you’re a Mac guy, you would know how Apple took excruciatingly long to add an HDMI port. Either way, having a portable adapter with multiple ports can help you avoid a massive headache.

A few adapters you can look into include; Cable Matters DisplayPort to HDMI/DVI/VGA Adapter , which supports 4K Resolution (via HDMI), as well as has DVI and VGA ports. Another good option can be the Belinda 3in1 Mini Displayport to HDMI DVI VGA Adapter (among other models).

3) Presentation Remote

This is one of the most common device many presenters carry. Not only can a presentation remote help you move freely on the stage as you manage your slides, but also provide you with additional features; such as the Satechi Bluetooth Smart Pointer Mobile Presenter , which also provides a laser pointer, remote control for multiple devices, such as a Mac, iPhone, iPad, iPod Touch and Android smartphone (specific models).

Also check out these highest rated presentation remotes on Amazon .

4) Mini Wireless Keyboard

It’s hard to imagine typing without a keyboard of some sort. What’s perhaps even harder is to carry a large keyboard everywhere you go. This is why you might find it handy to carry a mini wireless keyboard. One of the models you might want to check out is the Rii Mini Wireless 2.4GHz Keyboard , which works with not only PCs or Macs but also Xbox 360, Xbox One, PS3 and PS4, Google Android TV Box, HTPC and IPTV.

5) Wireless Microphone

How often have you seen a microphone malfunction? Probably more often than you can remember. Then there are microphones that somehow aren’t loud enough due to technical issues or the negligence of event organizers. To be on the safe side, you might want to use a wireless microphone.

You can opt for something like the Nady DKW DUO Dual Wireless Headmic Microphone VHF System or something more inexpensive like the Shure PGA31 Headset Condenser Microphone .

6) Portable Speakers

I have seen some presenters carry portable speakers and they do tend to come in handy every now and then to play videos and other digital content if and when there is an issue with the default sound system. You can either opt for something a bit more loaded like a presentation speaker and amplification System or perhaps a cheaper option like a portable wireless Bluetooth speaker .

7) Presentation Timer

If you need to organize events where multiple speakers need to speak, or wish to time your own presentations perfectly, a portable timer might be a good addition to your presentation kit.

While you can use a basic timer to guide you with the time needed to finish your presentation, you can also opt for something more feature-rich, such as a presentation timer with red-yellow-green stop lights . This type of timer usually comes with additional features like a beeper, clock and connectivity for multiple timekeepers.

8) Laptop Security Cable

You might not know this but most laptops come with a slot to use a security cable to protect your computer. To protect your data from theft, and to add an extra layer of security to your device, you can use a laptop security cable. If you handle sensitive, confidential data on your laptop (e.g. corporate data), then you might want to ensure you add a laptop security cable to your presentation kit.

9) Smartpen

While this is not a commonly used device by most presenters, however, its utility to presenters can be immense. A smartpen can allow you to write freely using a digital pen on a piece of paper or a digital screen, as your written or drawn content is revealed on the big screen.

One of the most famous Smartpen brands is LiveScribe , which comes packed with a plethora of handy features for writing and freehand drawing, with the ability to record everything you say and hear.

10) MYO gesture Control Armband

MYO is a really cool gadget which lets you remotely control different devices using hand gestures like a Jedi. Not only can you control PowerPoint slides with hand gestures but your music, games, and even an actual drone!

We think the MYO Gesture Control Armband is still a bit too ambitious, hence we placed it at the bottom of the list but make no mistake, but this device is the closest thing you will ever be to Darth Vader or perhaps Luke Skywalker. Personally, I always liked Obi Wan Kenobi.

We hope our list above will help you be at top of your game, and be prepared for the dark side of presentation malfunctions with your own presentation kit. May the force be with you!

• Latest Posts

Farshad Iqbal

+farshad iqbal, latest posts by farshad iqbal ( see all ).

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2nd April 2021 at 4:55 am

Greetings, I’m interested in a bundle package. Can you recommend a free?

CAS Webb Webbcatcher & Associates 324-373-6432 [email protected]

7th April 2021 at 2:34 am

Very helpful 👍👍 Thankyou

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10 things you should have in your presentation kit

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A good presenter has a mental bag of tricks to rely on. In fact, the presenter is the presentation. Add a powerful visual element, such as a PowerPoint show, and you can’t go wrong… until something goes wrong. A presentation kit with most of the following items could help you quickly recover from or even avert a disaster. ( Note : This article about the 10 things you should have in your presentation kit is available as a free PDF download .)

1: The presentation accessories

Many things you’ll want in your kit are specific to the presentation at hand. The following items belong on your checklist, even though the tangibles will change with each presentation:

• Handouts for the audience
• A printout of your presentation and notes using large fonts (for you)
• A backup copy of the presentation on CD or thumb drive
• A map of the conference room and your layout design
• Evaluation forms
• Contact information for the site’s technical support personnel

2: The equipment

Your laptop is an obvious choice, but a few other vital pieces of equipment might be easy to forget. Be sure to pack the following:

• Projector and replacement bulb
• Mouse and mouse pad
• Remote (the ones with the built-in laser pointer are nice)
• Headphones (if you use them)
• Appropriate cables, including a dual mini plug if you use a boom box for sound (#9)
• Video adapter (many projectors want VGA) if your laptop doesn’t output VGA

Most conference facilities will supply some or all of these items, but working with your own equipment has its advantages: You’ll be more at ease with your own equipment and you’ll be able to quickly troubleshoot most problems. Also consider the addition of a portable screen. A blank wall works in a pinch, but it isn’t the best way to present yourself, your product, or your company.

3: Electrical access

One extension cord is probably enough if you also have a power strip (carry at least one). The cord’s length is up to you, but the longer the better. Just be prepared to secure it (#5) and stow the coiled up excess in a safe spot, perhaps under your table or on a podium shelf. Also carry a plug adaptor; older buildings still have two-prong outlets.

4: A battery of batteries

Carry a second battery for your laptop, even if yours is new and promises a long life. (They all do.) The day you don’t have the extra is the day your battery will die and an electrical source won’t be handy. Better yet, invest in a universal power supply; they’re cheap and getting smaller and lighter.

You’ll also want an extra set or two of batteries for every battery-powered device you use. Take inventory and have plenty of extras on hand. If your client or conference room staff agrees to supply these devices, ask if they also supply fresh batteries.

5: Duct tape

You can purchase duct tape in travel-size rolls. At the very least, you should secure electrical cords in high-traffic areas. Don’t forget your own small space either. Tripping on a cord in the middle of a presentation is embarrassing and could displace equipment or even bring the presentation to a halt while you replug, reboot, and regroup.

6: Rubber doorstop

Always stash a rubber doorstop in your kit. Projectors are notorious for being uneven and wobbly. A doorstop will quickly put things right and steady.

7: Portable timer

Most monitors display the time, but it’s a small indicator and not easy to see from a distance. If it’s critical that you stay on track to accommodate time restrictions, use a portable timer — something with a large display but that’s otherwise discreet.

8: Security cable

Consider using a security cable to protect your laptop if you know you’ll be in and out of the conference room. A cable won’t stop a truly determined thief, but it’ll slow one down.

9: Sound equipment

Sound files will usually feed directly into the room’s sound system. If not, consider external speakers. The larger the room the more powerful the speakers should be. Nowadays, you can purchase small speakers with a lot of power without spending a lot of money. A boom box with auxiliary input might also do the trick. You’ll need a cable with mini plugs on both ends; plug one end into the headphone jack on your laptop and the other into the auxiliary jack in the boom box. (Not all boom boxes have an auxiliary jack.)

10: Bottled water

This last one sounds a bit contrived: You can get water anywhere, can’t you? Usually, you can. But if you can’t, you’ll be miserable. Put a couple of sealed bottles in your kit. If you don’t have access to water, you’ll have a backup, and any headache will be the result of thunderous applause and not dehydration!

More presentation survival tips

• 10+ keyboard shortcuts to help you deliver a smooth PowerPoint presentation
• Preflight checklist for your PowerPoint presentations
• Five PowerPoint add-ons that go beyond ordinary slide shows
• 10+ things to check when your presentation runs into technical problems

Other essential items?

What else do you make sure to take with you when you’re delivering a presentation? Share your recommendations with fellow TechRepublic members.

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.css-1qrtm5m{display:block;margin-bottom:8px;text-transform:uppercase;font-size:14px;line-height:1.5714285714285714;-webkit-letter-spacing:-0.35px;-moz-letter-spacing:-0.35px;-ms-letter-spacing:-0.35px;letter-spacing:-0.35px;font-weight:300;color:#606F7B;}@media (min-width:600px){.css-1qrtm5m{font-size:16px;line-height:1.625;-webkit-letter-spacing:-0.5px;-moz-letter-spacing:-0.5px;-ms-letter-spacing:-0.5px;letter-spacing:-0.5px;}} Best Practices 5 essential preparation steps for a successful presentation

by Tom Rielly • June 15, 2020

Keeping your presentation visuals minimalistic, simple, and clear is just one important step to remember when designing a hit presentation. Leaving nothing to chance, great presenters prove quite methodical as they prepare. Here’s a checklist for everything you need to keep in mind before your next presentation:

1. Choose the right software for your needs

The easiest way to select the right presentation software for you is to simply find the one that is native to your device. For example, if you have a Mac, use Apple Keynote, if you work on Windows, use PowerPoint. Google Slides is recommended if you’re working with someone, as it makes collaboration very easy. Another software option is Prezi: a specialty tool called Prezi that creates a presentation using motion, zoom, and panning across one giant visual space.

2. Organize your files

As you develop your script and visuals, you will need to start assembling all the assets for your slides. Create a unique folder on your computer to hold these items. Keep the folder organized by media type (presentation drafts, photos, videos, scripts) and back them up frequently to the Cloud or external disk. Label each file with a specific descriptive name, e.g. “Susan Johnson singing magpie 2020”, as opposed to “IMG_4043.jpg”, which can make it confusing to find your assets. The more organized you are up front, the easier preparing for your presentation will be.

3. Prepare your presentation materials

Make sure your presentation materials (script, graphics, actual slides) are saved in at least two safe spots (for example, your computer and an external USB drive) and are backed-up frequently. If you are using an online presentation software, such as Google Slides, be sure to also download a copy of your presentation in case the internet connection is unreliable. Having all the individual assets on hand in addition to your presentation slides can be helpful if you experience tech issues before presenting, or if you need to make any last minute changes. Make sure to label your final presentation with the title and your name so it’s easy to find.

4. Practice, practice, practice!

Remember, practice makes perfect. People often run out of time making their presentations and have no time to practice. Most TED speakers practice at least ten times. Neuroscientist Jill-Bolte Taylor gave one of the most successful Talks in TED history with nearly 27 million views. How did she do it? She practiced her Talk over 40 times! By rehearsing multiple times you will naturally memorize your Talk, which means you won’t need note cards when you give your final presentation.

5. Do a final test run

Before presenting, make sure the equipment you need is working properly. It’s generally good practice to rehearse standing on the exact stage with the exact lighting using the exact computer that you will be using in your final presentation.

Here’s a quick checklist of what to look for when testing your equipment:

• If you're not using your own computer, the one provided might be slower and have trouble playing media. If you have videos or other media, make sure they play correctly
• Test the projector to make sure it’s HD
• Make sure images are clear
• Test the sound of any clips you use, as this is what goes wrong most frequently
• If you’re using a mic, test the volume

Don’t let technical issues or other blunders overshadow your presentation. By following these guidelines, and with a little preparation, you can engineer out the problems BEFORE they happen.

Ready to learn more about how to make your presentation even better? Get TED Masterclass and develop your ideas into TED-style talks

© 2024 TED Conferences, LLC. All rights reserved. Please note that the TED Talks Usage policy does not apply to this content and is not subject to our creative commons license.

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Blog Beginner Guides How To Make a Good Presentation [A Complete Guide]

How To Make a Good Presentation [A Complete Guide]

Written by: Krystle Wong Jul 20, 2023

A top-notch presentation possesses the power to drive action. From winning stakeholders over and conveying a powerful message to securing funding — your secret weapon lies within the realm of creating an effective presentation .  

Being an excellent presenter isn’t confined to the boardroom. Whether you’re delivering a presentation at work, pursuing an academic career, involved in a non-profit organization or even a student, nailing the presentation game is a game-changer.

In this article, I’ll cover the top qualities of compelling presentations and walk you through a step-by-step guide on how to give a good presentation. Here’s a little tip to kick things off: for a headstart, check out Venngage’s collection of free presentation templates . They are fully customizable, and the best part is you don’t need professional design skills to make them shine!

These valuable presentation tips cater to individuals from diverse professional backgrounds, encompassing business professionals, sales and marketing teams, educators, trainers, students, researchers, non-profit organizations, public speakers and presenters. 

No matter your field or role, these tips for presenting will equip you with the skills to deliver effective presentations that leave a lasting impression on any audience.

Click to jump ahead:

What are the 10 qualities of a good presentation?

Step-by-step guide on how to prepare an effective presentation, 9 effective techniques to deliver a memorable presentation, faqs on making a good presentation, how to create a presentation with venngage in 5 steps.

When it comes to giving an engaging presentation that leaves a lasting impression, it’s not just about the content — it’s also about how you deliver it. Wondering what makes a good presentation? Well, the best presentations I’ve seen consistently exhibit these 10 qualities:

1. Clear structure

No one likes to get lost in a maze of information. Organize your thoughts into a logical flow, complete with an introduction, main points and a solid conclusion. A structured presentation helps your audience follow along effortlessly, leaving them with a sense of satisfaction at the end.

Regardless of your presentation style , a quality presentation starts with a clear roadmap. Browse through Venngage’s template library and select a presentation template that aligns with your content and presentation goals. Here’s a good presentation example template with a logical layout that includes sections for the introduction, main points, supporting information and a conclusion: 

2. Engaging opening

Hook your audience right from the start with an attention-grabbing statement, a fascinating question or maybe even a captivating anecdote. Set the stage for a killer presentation!

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

3. Relevant content

Make sure your content aligns with their interests and needs. Your audience is there for a reason, and that’s to get valuable insights. Avoid fluff and get straight to the point, your audience will be genuinely excited.

4. Effective visual aids

Picture this: a slide with walls of text and tiny charts, yawn! Visual aids should be just that—aiding your presentation. Opt for clear and visually appealing slides, engaging images and informative charts that add value and help reinforce your message.

With Venngage, visualizing data takes no effort at all. You can import data from CSV or Google Sheets seamlessly and create stunning charts, graphs and icon stories effortlessly to showcase your data in a captivating and impactful way.

5. Clear and concise communication

Keep your language simple, and avoid jargon or complicated terms. Communicate your ideas clearly, so your audience can easily grasp and retain the information being conveyed. This can prevent confusion and enhance the overall effectiveness of the message. 

6. Engaging delivery

Spice up your presentation with a sprinkle of enthusiasm! Maintain eye contact, use expressive gestures and vary your tone of voice to keep your audience glued to the edge of their seats. A touch of charisma goes a long way!

7. Interaction and audience engagement

Turn your presentation into an interactive experience — encourage questions, foster discussions and maybe even throw in a fun activity. Engaged audiences are more likely to remember and embrace your message.

Transform your slides into an interactive presentation with Venngage’s dynamic features like pop-ups, clickable icons and animated elements. Engage your audience with interactive content that lets them explore and interact with your presentation for a truly immersive experience.

8. Effective storytelling

Who doesn’t love a good story? Weaving relevant anecdotes, case studies or even a personal story into your presentation can captivate your audience and create a lasting impact. Stories build connections and make your message memorable.

A great presentation background is also essential as it sets the tone, creates visual interest and reinforces your message. Enhance the overall aesthetics of your presentation with these 15 presentation background examples and captivate your audience’s attention.

9. Well-timed pacing

Pace your presentation thoughtfully with well-designed presentation slides, neither rushing through nor dragging it out. Respect your audience’s time and ensure you cover all the essential points without losing their interest.

10. Strong conclusion

Last impressions linger! Summarize your main points and leave your audience with a clear takeaway. End your presentation with a bang , a call to action or an inspiring thought that resonates long after the conclusion.

In-person presentations aside, acing a virtual presentation is of paramount importance in today’s digital world. Check out this guide to learn how you can adapt your in-person presentations into virtual presentations . 

Preparing an effective presentation starts with laying a strong foundation that goes beyond just creating slides and notes. One of the quickest and best ways to make a presentation would be with the help of a good presentation software . 

Otherwise, let me walk you to how to prepare for a presentation step by step and unlock the secrets of crafting a professional presentation that sets you apart.

1. Understand the audience and their needs

Before you dive into preparing your masterpiece, take a moment to get to know your target audience. Tailor your presentation to meet their needs and expectations , and you’ll have them hooked from the start!

2. Conduct thorough research on the topic

Time to hit the books (or the internet)! Don’t skimp on the research with your presentation materials — dive deep into the subject matter and gather valuable insights . The more you know, the more confident you’ll feel in delivering your presentation.

3. Organize the content with a clear structure

No one wants to stumble through a chaotic mess of information. Outline your presentation with a clear and logical flow. Start with a captivating introduction, follow up with main points that build on each other and wrap it up with a powerful conclusion that leaves a lasting impression.

Delivering an effective business presentation hinges on captivating your audience, and Venngage’s professionally designed business presentation templates are tailor-made for this purpose. With thoughtfully structured layouts, these templates enhance your message’s clarity and coherence, ensuring a memorable and engaging experience for your audience members.

Don’t want to build your presentation layout from scratch? pick from these 5 foolproof presentation layout ideas that won’t go wrong. 

4. Develop visually appealing and supportive visual aids

Spice up your presentation with eye-catching visuals! Create slides that complement your message, not overshadow it. Remember, a picture is worth a thousand words, but that doesn’t mean you need to overload your slides with text.

Well-chosen designs create a cohesive and professional look, capturing your audience’s attention and enhancing the overall effectiveness of your message. Here’s a list of carefully curated PowerPoint presentation templates and great background graphics that will significantly influence the visual appeal and engagement of your presentation.

5. Practice, practice and practice

Practice makes perfect — rehearse your presentation and arrive early to your presentation to help overcome stage fright. Familiarity with your material will boost your presentation skills and help you handle curveballs with ease.

6. Seek feedback and make necessary adjustments

Don’t be afraid to ask for help and seek feedback from friends and colleagues. Constructive criticism can help you identify blind spots and fine-tune your presentation to perfection.

With Venngage’s real-time collaboration feature , receiving feedback and editing your presentation is a seamless process. Group members can access and work on the presentation simultaneously and edit content side by side in real-time. Changes will be reflected immediately to the entire team, promoting seamless teamwork.

7. Prepare for potential technical or logistical issues

Prepare for the unexpected by checking your equipment, internet connection and any other potential hiccups. If you’re worried that you’ll miss out on any important points, you could always have note cards prepared. Remember to remain focused and rehearse potential answers to anticipated questions.

8. Fine-tune and polish your presentation

As the big day approaches, give your presentation one last shine. Review your talking points, practice how to present a presentation and make any final tweaks. Deep breaths — you’re on the brink of delivering a successful presentation!

In competitive environments, persuasive presentations set individuals and organizations apart. To brush up on your presentation skills, read these guides on how to make a persuasive presentation and tips to presenting effectively . 

Whether you’re an experienced presenter or a novice, the right techniques will let your presentation skills soar to new heights!

From public speaking hacks to interactive elements and storytelling prowess, these 9 effective presentation techniques will empower you to leave a lasting impression on your audience and make your presentations unforgettable.

1. Confidence and positive body language

Positive body language instantly captivates your audience, making them believe in your message as much as you do. Strengthen your stage presence and own that stage like it’s your second home! Stand tall, shoulders back and exude confidence. 

2. Eye contact with the audience

Break down that invisible barrier and connect with your audience through their eyes. Maintaining eye contact when giving a presentation builds trust and shows that you’re present and engaged with them.

3. Effective use of hand gestures and movement

A little movement goes a long way! Emphasize key points with purposeful gestures and don’t be afraid to walk around the stage. Your energy will be contagious!

4. Utilize storytelling techniques

Weave the magic of storytelling into your presentation. Share relatable anecdotes, inspiring success stories or even personal experiences that tug at the heartstrings of your audience. Adjust your pitch, pace and volume to match the emotions and intensity of the story. Varying your speaking voice adds depth and enhances your stage presence.

5. Incorporate multimedia elements

Spice up your presentation with a dash of visual pizzazz! Use slides, images and video clips to add depth and clarity to your message. Just remember, less is more—don’t overwhelm them with information overload. 

Turn your presentations into an interactive party! Involve your audience with questions, polls or group activities. When they actively participate, they become invested in your presentation’s success. Bring your design to life with animated elements. Venngage allows you to apply animations to icons, images and text to create dynamic and engaging visual content.

6. Utilize humor strategically

Laughter is the best medicine—and a fantastic presentation enhancer! A well-placed joke or lighthearted moment can break the ice and create a warm atmosphere , making your audience more receptive to your message.

7. Practice active listening and respond to feedback

Be attentive to your audience’s reactions and feedback. If they have questions or concerns, address them with genuine interest and respect. Your responsiveness builds rapport and shows that you genuinely care about their experience.

8. Apply the 10-20-30 rule

Apply the 10-20-30 presentation rule and keep it short, sweet and impactful! Stick to ten slides, deliver your presentation within 20 minutes and use a 30-point font to ensure clarity and focus. Less is more, and your audience will thank you for it!

9. Implement the 5-5-5 rule

Simplicity is key. Limit each slide to five bullet points, with only five words per bullet point and allow each slide to remain visible for about five seconds. This rule keeps your presentation concise and prevents information overload.

Simple presentations are more engaging because they are easier to follow. Summarize your presentations and keep them simple with Venngage’s gallery of simple presentation templates and ensure that your message is delivered effectively across your audience.

1. How to start a presentation?

To kick off your presentation effectively, begin with an attention-grabbing statement or a powerful quote. Introduce yourself, establish credibility and clearly state the purpose and relevance of your presentation.

2. How to end a presentation?

For a strong conclusion, summarize your talking points and key takeaways. End with a compelling call to action or a thought-provoking question and remember to thank your audience and invite any final questions or interactions.

3. How to make a presentation interactive?

To make your presentation interactive, encourage questions and discussion throughout your talk. Utilize multimedia elements like videos or images and consider including polls, quizzes or group activities to actively involve your audience.

In need of inspiration for your next presentation? I’ve got your back! Pick from these 120+ presentation ideas, topics and examples to get started. 

Creating a stunning presentation with Venngage is a breeze with our user-friendly drag-and-drop editor and professionally designed templates for all your communication needs. 

Here’s how to make a presentation in just 5 simple steps with the help of Venngage:

Step 1: Sign up for Venngage for free using your email, Gmail or Facebook account or simply log in to access your account. 

Step 2: Pick a design from our selection of free presentation templates (they’re all created by our expert in-house designers).

Step 3: Make the template your own by customizing it to fit your content and branding. With Venngage’s intuitive drag-and-drop editor, you can easily modify text, change colors and adjust the layout to create a unique and eye-catching design.

Step 4: Elevate your presentation by incorporating captivating visuals. You can upload your images or choose from Venngage’s vast library of high-quality photos, icons and illustrations. 

Step 5: Upgrade to a premium or business account to export your presentation in PDF and print it for in-person presentations or share it digitally for free!

By following these five simple steps, you’ll have a professionally designed and visually engaging presentation ready in no time. With Venngage’s user-friendly platform, your presentation is sure to make a lasting impression. So, let your creativity flow and get ready to shine in your next presentation!

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Equipment Needed for PowerPoint Presentations

A Presentation Equipment Checklist is essential for anyone that has done more than a few Presentations as you will at some point have been faced with every presenters worst nightmare….technical issues. Imagine this scenario, you have prepared your presentation slide deck and rehearsed it several times to make sure your timings are perfect, you feel really confident that your presentation is going to be a massive success. You turn up for your meeting ready to smash it…. only to find out that the company has an old projector that uses a VGA cable and your new laptop doesn’t connect to it 

The good news is that with a little preparation and the right equipment you really can be prepared for almost everything and ensure your presentation goes really smoothly. in this article I am going to outline what issues you might be faced with, how you can prepare for them and what equipment you need along with some bonus professional presentation tips

2024 Update – I have been asked if I could provide a quick list of the most common bits of equipment that are needed for doing presentations. So here it is:

Quick affiliate disclaimer – If you decide to buy any of the adapters below from Amazon I will receive a really small bit of commission but it won’t change the price you pay at all

Common Presentation Mistakes

PowerPoint presentations can be a really powerful way to convey a message but they can also be a huge distraction if you face issues, you want your audience to remember you for the fantastic message you delivered rather than what went wrong at the start. There are many presentation issues but they can usually be grouped in the following categories.

Laptop issues : The most common issues are always linked to being unable to connect to the projector either because of incorrect laptop ports, cable types, security or even out of date software 

Software Issues : PowerPoint is the most common program but I have seen people prepare presentations in Keynote on an iPad and then find it won’t play on the system they are using

Content Issues : Using videos and finding there is no sound, I have seen people use bespoke PowerPoint formats and fonts, then when presented on a different laptop the formatting all changes making the presentation go all jumbled up. 

Delivering issues : Most people used to load presentations onto memory sticks but many companies now have laptops that cannot use these so presentations need to be emailed, or loaded onto a file sharer ready for presenting

Presenting Issues : Creating presentations with lots of animations that require manual activation (pressing enter) only to find they cannot stand next to the laptop when presenting or having videos in presentations that need internet connection to run on YouTube

How to Avoid the Issues

Good preparation will eliminate almost all of the issues you might face and being prepared for every eventuality will not only ensure you look professional but will also help you to feel more confident when you present. The main areas to prepare are in the same categories as above

Laptop Issues : Make sure your laptop is fully charged and the software is up to date, check which ports you have and if missing any of the following (HDMI / VGA / USB A / USB C) make sure you have an adapter that can convert your laptop or tablet to fit. I carry a small bag of adapters with my laptop for emergency situations that have got me out of some potentially very tricky situations. You should always get to a venue early to allow time to connect your laptop before you are due to present.

Software Issues : If you have been asked to prepare a presentation that will be presented on someone elses device I would recommend that you always use PowerPoint. If you don’t have access to PowerPoint and are using Keynote or another program you should Phone ahead and ask if you can use your own device to present or ask them what programs they can accommodate but also save your final presentation on PDF in case of emergency as this can be presented on any system

Content Issues : When creating your presentation make sure that you use standard themes and fonts, if you use bespoke themes and then have to present using a different computer the layout can completely change and make a mess of your presentation. If you plan on using sound then make sure you have a set of plug in speakers with you as many locations will not have this available or you might struggle to connect. If you plan on using videos that require internet connection then you need to ensure that your laptop or tablet has a sim card for independent internet connection. If not then you can hotspot to your phone but you should set this up in advance and test it before presenting. 

Delivering Issues : Make sure that you have your presentation on your laptop or tablet and on a memory stick, but also email it to yourself so you can forward the email to someone else from your phone if you need to. You can also save it on an online system such as OneDrive so that you can access it from any device if needed, last of all I always print 2 copies if possible so in worst case that there is no way to present it you can hand it out and talk your audience through it.  

Presenting Issues : You should assume that you won’t be able to sit with your laptop when presenting and might have to stand in front of people, doing this requires a remote presenter. I would recommend always having your own so you know that it works and you know which buttons to press you should also make sure it is fully charged or that you have spare batteries if needed. One of the more recent issues is that many venues now have monitors / TVs for presenting rather than white screens, be aware that many laser pointers are not visible when pointed at TV screens so you need to check if yours is. Green pointers are usually better for this than red ones 

PowerPoint Presentation Preparation Tips 

We have covered the issues that might be caused by outside influences but there are also several issues that can be caused or prevented by you:

Presentation design : Poorly designed presentations can be a major turnoff for your audience. Avoid using too much text and instead use bullet points that you can elaborate on, make sure any text used is big enough to read from a distance

Lack of engagement : If your presentation is not engaging, your audience will quickly lose interest, make sure you look at your audience rather than the screen when presenting. Make eye contact so people know you are talking to them and use your voice to change the the tone and speed of your presentation

Going over time : Going over your allotted time can be a real negative in a lot of instances and can be seen as disrespectful of others time. To avoid going over time, practice your presentation ahead of time and time yourself. If you have too much content to finish in time then remove some. 

Lack of preparation : Failing to prepare adequately for your presentation will leave you open to all of the issues above. Make sure that you have rehearsed your presentation ahead of time, and have a clear understanding of your key talking points. Additionally, prepare for questions that may come up after your presentation. The best way to be fully prepared is to create a presentation preparation checklist and work through it in advance

Equipment List

Being prepared is the most important part but having the right equipment is essential, below is a list of the main tools mentioned for PowerPoint presentations

• Laptop / Tablet – Fully charged and updated
• Power adapter socket if presenting in a different country
• Memory Stick – Formatted and blank apart from your presentation
• Adapter cables for HDMi, VGA, USB A and USB C connections
• Portable speakers if needed
• Internet access if needed – Sim card or hot spot
• Remote control for presenting with laser pointer (green for TV screens)
• Flip chart pens (many venues don’t have them)
• Presentation on paper / PDF for emergencies

All of the Essentials are in the table at the top but below are some extras that are nice to have but not absolutely necessary

You Can Avoid the Drama by Being prepared

Reading all of the potential issues that you might face when presenting may seem a bit daunting but there is no need to worry as most of these issues can be avoided with proper preparation and practice. By being aware of common issues, and taking steps to avoid them, you can ensure that your presentation goes smoothly and effectively conveys your message to your audience. When you face issues but are able to calmly deal with them this actually makes you look even more professional, so prepare well and then enjoy yourself and have fun.

I hope you enjoyed this and found some useful tips but if you have any questions or would like more information on any of the points covered let me know, if you have some ideas or want to add anything that I have missed then please feel free to leave a comment below as it would be great to hear from you. 

6 thoughts on “Equipment Needed for PowerPoint Presentations”

Good recommendations you have there. Let me add one more. Save often. One thing I have learned with everything concerning Microsoft is how buggy their programs are. I have lost count how many times I was preparing a presentation only for Powerpoint to crash and lose all my work. Now every couple of minute I click on the save button just to be on the safe side.

Thanks for your feedback Stratos and that’s a great tip, it’s so easy to get in the flow when creating a presentation and forget to save your progress at regular intervals. This is particularly relevant if you are adding animations and slide effects as you can’t always see these without checking. 

Pete, thank you for this incredibly insightful article! It’s like a comprehensive roadmap for anyone looking to conquer the challenges of PowerPoint presentations. Your practical tips and equipment checklist are pure gold for both novice and seasoned presenters.

The nightmares you’ve described, from incompatible laptops to content formatting gone awry, are all too familiar to many of us. Your emphasis on preparation and adaptability is spot-on – it’s the key to turning potential presentation disasters into smooth and engaging experiences.

I particularly appreciate your focus on engagement and time management within the presentation itself. These are often overlooked aspects that can make or break the effectiveness of a presentation.

Your article is not just informative; it’s a confidence booster for anyone who’s ever had to face a room full of expectant eyes. It’s clear that you’ve walked the talk and gathered a wealth of knowledge from your own experiences. Thanks for sharing it with us!

Hi AnaD, Thank you for your really kind feedback, you are right that I have walked this path a few times myself and is actually what led me to write the post. So many times I have watched presentations turn to disaster over a really small issue such as a missing cable, it has become the standard response at work that if someone needs an adapter they should talk to me as I will usually have what they need :-). The one bit of advice I always give to new presenters is that preparation breeds confidence.

Thank you and i am glad that it might be useful for you

Hi Pete, I really appreciate your article about the equipment needed for PowerPoint presentations. As someone who has been involved in making presentations, I understand how important it is to have the right equipment and to use it effectively, and what are the most common problems you can face, and that can turn into a stressful moment in a minute.

Your article provides valuable tips and examples of how to choose and use different types of equipment needed, and how to be prepared to face the most common challenges you may encounter.

I think your article is very informative and practical, and it can help anyone who wants to deliver a professional and effective presentation. Thank you for sharing your knowledge and experience with us.

Hi Pablo, Thank you for your kind feedback, the main reason that I wrote this post was after seeing a colleague really struggle with a presentation over an issue that could have been avoided. I decided to share what I have learnt to hopefully prevent someone else having to go through a similar painful experience. I now always have a small kit of adapters and cables in my laptop bag at all times, i even keep some small remote batteries just in case.

Many thanks and I am really happy that you found my post useful

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9 Presentation Aids to Use to Make Your Presentation Stand Out

Written by: Caleb Bruski

Looking for a way to make your presentation stand out from the crowd?

When it comes to presentations, your ultimate goal is to communicate clearly and effectively with your audience.

By adding visual aids to your presentations, your audience will more easily understand and connect with your ideas.

Throughout this article, we’re going to cover what presentation aids are, why you should consider using them plus nine different types of presentation aids to test.

Here’s a short selection of 8 easy-to-edit presentation templates you can edit, share and download with Visme. View more templates below:

Table of Contents

What are presentation aids, why use presentation aids, 9 types of presentation aids.

Presentation aids, or sensory aids, are any additional resources used to enhance your speech. 

On a very basic level, a presentation is a bunch of words used to convey ideas to an audience. Presentation aids are additional devices, techniques, resources or materials used to enhance the presentation. 

For example, this four-step process model can be a great presentation aid to showcase a step-by-step guide to your audience.

Rather than just talking about the process, a diagram like this actually details it out, making it easier for your audience to understand.

Visual aids help clarify and contextualize your points for your audience.

Whether you deliver your presentation in person or over the web, the goal is to clearly communicate with your audience. Presentation aids help achieve this goal.

Visual aids also help a presenter stay on a predefined train of thought while presenting. 

The entire experience of presenting can be rather nerve-wracking. Studies show that one of the greatest phobias throughout the world  is public speaking. 

When our words fail us, a clear presentation aid can help fill in the gaps and help us be understood. 

Take this slide example. It can be a great way to walk an audience through features. Each bullet can be clicked to take viewers to a video that provides even more information.

Presentation aids help the presenter stay within an allotted set of time. 

For those of us who have a hard time sticking to the main points, visual presentation aids help us progress forward in our thought process and give a good presentation .

Here, we have a second illustration of a presentation aid — this time in the form of a timeline. Mapping out your content like this helps make it even more digestible and can help your audience learn and remember it.

A sense of authority and trust can also be established when using visual aids.

By delivering hard facts and data in a simple way, trust is established with the audience. The authority and expertise of the presenter is also established. 

Visual aids should help your audience understand the data in your presentation.

When used correctly, presentation aids increase the chance of receiving a positive response when making a call to action. 

In summary, presentation aids are useful for the presenter, the audience and all other parties involved. Best of all, using them is easy and effective.

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Ready to wow your audience with your next presentation? We’re here to help. In this list, you’ll find nine different types of presentation aids that you might consider using to help demonstrate your main points.

1. Charts and Graphs

Charts and graphs are a form of presentation aid used to visually compare statistics and figures. These are some of the most used forms of visual aids in the business world.

Listening to long strings of numbers can be a challenging task. Comparing long strings of numbers without reference can be near impossible. Overwhelmed with this type of data, most audience members will mentally check out.

Comparing simple shapes or lines is an easier task for most people. 

Consider adding a chart like the one below as a presentation aid for your audience.

A simple chart or graph will drastically help your audience comprehend numbers in a way that is easier to understand.

It’s important to select a chart or graph that helps exemplify your point. Not all charts can communicate with clarity the same information. Learn more in our guide on how to create a chart .

2. Handouts

Handouts are physical objects given to the audience that contain information related to the presentation. 

The greatest advantage of using a handout is the physical interaction your audience has with your presentation.

Your audience has the freedom to interact with these handouts during the presentation — they can touch, smell, read, etc., giving them an edge in actually retaining the information.

The more senses your audience uses during a presentation, the better. 

A handout also lets your audience revisit parts of your presentation that were not clear. This helps everyone stay on the same page.

A bonus to using handouts is that these objects don’t just magically disappear. Long after the presentation is over, the handout will still be around. Your audience will remember your presentation every time they see your handout.

3. Demonstration

Demonstrations are actions performed to exhibit or illustrate a point. The goal of a demonstration is to take an abstract point and anchor it in reality, as well as to ensure your audience comprehends a speaking point.

Demonstrations aren’t limited to just physical demonstrations. Demonstrations may also include allegorical stories or proofs used to prove a point. Sharing personal stories or case studies could be categorized as a demonstration. 

Here’s an example of a presentation slide with a demo video embedded. If you don’t have the resources to perform a live demonstration, using a tactic like this can be a great alternative.

To understand the full potential of demonstrations, think back to your old science teacher. A science teacher's job was to teach to a room filled with easily distracted children. 

Science is one of the most complex subjects to teach and the audience is a tough crowd. How did they do it?

With demonstrations! Or more specifically, with science experiments.

Physical demonstrations are some of the most memorable moments of an entire school year. 

The reason demonstrations are more memorable than a simple speech is because demonstrations invite more of your audience’s senses to take part in the demonstration. 

Not only do you hear the lesson, but you can see, touch, smell and sometimes even taste it as well. 

The audience is also involved when the demonstration is a personal story. When the audience hears the story, they imagine it. By recreating the scenario using their own imagination, the memory lasts longer.

Demonstrations are also powerful communication tools. They have the potential to make your presentation go from mediocre to  memorable. 

While powerful, demonstrations can work for or against you. Adding too many, too large or unrelated demonstrations can distract your audience from the actual topic. Ensure that your demonstrations are connected to and accentuate your main points.

4. Diagrams

A diagram is a visual graphic or sketch focused on presenting the inner workings or relations of a subject. A diagram is different from a basic sketch. While a sketch aims to accurately depict an object's shape, a diagram aims to explain and define its functions and relations. 

Diagrams give you the freedom to list, describe, explain and map out your subject matter in a way that is not limited to its physical form. 

While mixing a diagram and physical sketch together can be cool, it’s not necessary. Diagrams ought to be chosen based on their effectiveness in explaining the subject's construction and relation to other objects.

Diagrams help explain complex relations between objects without the need for physical properties. Diagrams are great to use when sketches, photographs and videos can not capture all the attributes of an object. 

Before settling on which diagram to use, it’s best to experiment with different types of diagrams. Your decision should rely upon which diagram will aid your audience the most.

Diagrams are also great for describing and defining things that do not have form. Instead of giving a long and complex definition that no one will remember, consider using a diagram. 

Diagrams can show how this new thing relates to something familiar to your audience. This will help your audience understand and remember complex portions of your presentation.

5. Video or Audio

Audio and video clips are presentation aids used to expand the dynamic range of input in your speech.

Your audience will find it easier to engage with your presentation when you diversify your method of delivery. 

An easy way to increase audiences’ sensory input is by transitioning from a simple speech into a video or audio clip.

Videos allow you to convey information in a fast and rehearsed manner. Professional camera work captures prearranged images, audio and speech. This means video is capable of conveying emotion and information more effectively than speech. 

For this reason, a short video clip may do a better job at summarizing the main points of a presentation than a speech alone. 

While the benefits of  video are high, there are also some potential problems. The most common issue with video usage in presentations being technical compatibility issues.

A smooth transition between speech and video is necessary for your presentation. 

Rough or elongated transitions can be a major distraction for your audience. If this happens, your audience may find it difficult to reinvest in your presentation.

To ensure smooth transitions, your presentation software must be capable of integrating videos clips directly into your presentation. 

It is important to have dependable presentation software .  By doing so, you’ll be able to transition between video clips and other presentation aids.

The transitioning issue is most noticeable at the end of a presentation. Especially when a speaker attempts to transition from a slide-show into a video clip. 

Consequently, many presentations do not have a strong and official close. Lacking a strong close leaves your audience without a clear understanding of what to do next. Check out this article to ensure you know how to end your presentation on a strong and impressionable note.

Quotations are a type of presentation aid that appeal to outside authority and expertise. Quoting others helps establish a positive rapport with your audience.

Many people fear quoting others makes them appear unoriginal.

The opposite is actually true. Quoting outside sources tends to drastically improve the overall appeal of your presentation.

Quoting others shows that you have listened to others on this subject. This makes the presenter appear as a well thought out and considerate listener. 

It’s recommended that you quote those who both agree and disagree with your conclusion. By doing so, you establish a sense of trust and expertise with your audience.

Quoting those who disagree with your conclusion shows that you have taken the time and effort to engage their thought process. 

Quoting those who agree with you shows your conclusion to be a recurring conclusion.

However, always give credit where credit is due. Not only is plagiarism immoral and possibly illegal, it also damages your personal reputation. This may destroy any trust you established with your audience. Check out this guide about plagiarism to learn more.

Maps are visual representations, generally two-dimensional diagrams, that show the relative position and orientation of something. 

Maps are powerful presentation aids capable of showing valuable information beyond basic geography. 

Because maps are a form of diagram, they can deliver valuable relational information. This is especially true when used in combination with animations or graphical overlays.

Proper presentation software will allow you to update your dataset for your map. The changes should immediately update the output of your map without having to manually manipulate the image.

Visme automatically generates these scalable maps and makes the process of customizing your map easy. With just a few clicks, you can generate and customize maps with your own datasets.

8. Photographs

Photographs are still images captured on a film or digital medium and are a powerful visual aid. When used correctly, photographs can add color and shape to the speech in your presentation.

The saying "a picture is worth a thousand words" is a true statement. A picture is priceless when it’s able to capture and accentuate a point relevant to your presentation.

Photographs are unique presentations aids that give you the power to make a window for your audience to look through. This allows your audience to see and experience particular aspects of your presentation.

While the color red can be described with many words, there’s an experiential gap. Once seen, you can experience the color red.

When a presentation is given, words can help describe an idea, but not experience the idea. Presentation images give you the possibility to close that visual experiential gap.

Even in a world that sells pocket-sized HD 4k 60fps video cameras, the photograph is still the visual aid of choice for most people.

While videos are powerful in their own right, photos give you the power to capture and highlight one particular moment. 

Photos can be less distracting than videos. Videos may have background noises or other distractions. Photographs let you capture and present one image without any distractions.

When presenting, it’s important for your main speaking points to be aided, not hindered, by the presentation aid. 

While planning out your presentation, consider using photographs more frequently than video. This will help your audience experience your presentations without distractions.

Images are also much cheaper and easier to professionally edit than their video counterparts. Capturing and editing a high-quality video may take hours, days or even months. A professional-looking photo can be captured with ease and edited in a matter of minutes. 

Or, you can take advantage of a free stock photo library like you get with Visme. This way, you can ensure your presentation photos are copyright protected and free to use.

9. Volunteers

Volunteers are people selected from the general population to participate in a demonstration. 

Using volunteers in demonstrations is one of the most effective presentation aids available. Using this tactic efficiently comes with all the advantages of a classic demonstration, and so much more.

Human interaction is hardwired into us. We tend to remember faces, body shapes, expressions and emotions. A demonstration with volunteers lets you instantly change the dynamic of the speech.

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Demonstrations with volunteers encourage audience interaction with your subject matter. 

When the audience sees a volunteer interact with your presentation, the barrier to entry is lowered — plus, it gives your audience the chance to become a volunteer that’s doing the interaction themselves.

This makes your subject more approachable and your call to action more likely to succeed.

Be sure your interactions with the volunteer are somewhere between professional and semi-professional. Most people are already afraid to be on stage. An unprofessional or condescending demeanor will only make things even more uncomfortable.

Ensure that your volunteer’s role has a strong connection to your main point. Like all good demonstrations, make sure it is contributing to your presentation. If a particular portion of the presentation is not related to the main point, your audience's mind may begin to wander. 

At the end of the demonstration, be sure to thank and dismiss your volunteers when they are done contributing. There is nothing more distracting for the audience than having an extra person nervously lurking around on stage. 

If done correctly, your audience will remember the demonstration done with volunteers and recall the driving points of your presentation. The volunteer will likely also remember the event for a longer period of time and may even share parts of your presentation with others.

Try Presentation Aids in Your Next Presentation

Creating and utilizing presentation aids can help your presentation go from acceptable to phenomenal. With proper physical and mental preparation, your presentation is sure to impress.

The best way to mentally prepare yourself for your presentation is to be physically prepared. 

Visme makes presentation preparation easy and takes all the guesswork out of the design process. Visme has thousands of high-quality templates for you to customize and choose from. We are certain that with the right tools, you can make an awe-inspiring presentation.

Create a free account and see why Visme is one of the best and easiest ways to create a stunning and engaging presentation.

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About the Author

Caleb is a freelance writer, frontend web developer and photographer who is passionate about all things tech.

• PRESENTATION SKILLS

Preparing for a Presentation

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Presentation Skills:

• A - Z List of Presentation Skills
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• What is a Presentation?
• Organising the Material
• Writing Your Presentation
• Deciding the Presentation Method
• Managing your Presentation Notes
• Working with Visual Aids
• Presenting Data
• Managing the Event
• Coping with Presentation Nerves
• Dealing with Questions
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Preparation is the single most important part of making a successful presentation. It is an absolutely crucial foundation, and you should dedicate as much time to it as possible, avoiding short-cuts. Good preparation will ensure that you have thought carefully about the messages that you want (or need) to communicate in your presentation and it will also help boost your confidence.

There are a number of aspects that you need to consider when preparing a presentation. They include the aim of the presentation, the subject matter, the audience, the venue or place, the time of day, and the length of the talk. All these will affect what you say and how you say it, as well as the visual aids that you use to get your point across.

The Objective

Whenever you are asked to give a presentation or speak to a group of people, you need to start by asking the purpose of the presentation.

In other words, what is the presentation expected to achieve, and what outcome(s) do the organisers and the audience expect?

These outcomes will shape your presentation, because it must be designed to achieve the objective and deliver the desired outcomes.

For example, you might be asked to give a talk to a gardening club. You might be told that the purpose of the talk is to fill a regular meeting slot, and that the members of the club have expressed a desire to learn more about pruning. You therefore know that your talk needs to be entertaining, fairly light, but knowledgeable, and that your audience wants to learn something new.

As you prepare your presentation, make sure you keep asking yourself:

“How is saying this going to help to achieve the objective and outcomes?”

The Subject

The subject of your presentation or talk about comes from the objective. They are linked, but they are not necessarily exactly the same thing.

For example:

The subject may be given to you by the organisation that has invited you (such as talking about pruning to the gardening club).

You may be knowledgeable in a particular field (perhaps you have an interest in local history).

The subject may be entirely your choice within certain limitations (you might, for example, be asked to give a presentation at an interview on a project which you feel has particularly developed your skills).

The Audience

Before preparing material for a presentation, it is worth considering your prospective audience.

Tailoring your talk to the audience is important and the following points should be considered:

The size of the group or audience expected.

The age range - a talk aimed at retired people will be quite different from one aimed at teenagers.

Gender - will the audience be predominantly male or female?

Is it a captive audience or will they be there out of interest?

Will you be speaking in their work or leisure time?

Do they know something about your subject already or will it be totally new to them?  Is the subject part of their work?

Are you there to inform, teach, stimulate, or provoke?

Can you use humour and, if so, what would be considered appropriate? If you are in any doubt about this, it is probably best to avoid anything even remotely risqué.

It is important to have as much advance information as possible about the place where you are going to speak.

It can be helpful to arrange to see the venue before the event. It does much to quell fear if you can visualise the place while you are preparing your talk. However, even if you cannot visit, you will probably find it helpful to know:

The size of the room;

The seating arrangements (for example, theatre-style, with rows of seats; or round-table);

The availability of equipment, e.g., microphone, laptop and projector, flip chart;

The availability of power points and if an extension lead is required for any equipment you intend to use;

If the room has curtains or blinds. This is relevant if you intend to use visual aids, and so that you can ensure the correct ambiance for your presentation;

The position of the light switches.  Check if you need someone to help if you are using audio/visual equipment and need to turn off the lights;

The likelihood of outside distractions, e.g., noise from another room; and

The availability of parking facilities so you do not have a long walk carrying any equipment you might need to take.

If this information is not available ahead of time, it will help to get there a bit early, to give you time to set up.

There will often be no flexibility in the time of day that a presentation is made. However, it does affect what you can do, and how you might organise your presentation, because of the likely state of your audience (see box).

How time of day can affect your audience

The morning is the best time to speak because people are generally at their most alert. However, as it gets towards lunch time, people begin to feel hungry and lose concentration. This is particularly true if the event has not included a coffee break.

After lunch, people often feel sleepy and lethargic. If you are given a slot immediately after lunch, it is a good idea to get your audience involved. A discussion or getting your audience moving about will work a lot better than simply presenting a lot of slides. A flip chart may also be a more useful tool than a laptop and projector, especially if it means you can open blinds and use natural light.

Towards the end of the afternoon, people again tend to lose concentration as they start to worry about getting home, the traffic or collecting children from school.

Evening or Weekend:

Outside regular office hours, people are more likely to be present because they want to be rather than because they have to be there.  There is a better chance of audience attention in the evening. However, if the presentation goes on for too long, people may have to leave before you have finished. People will also be less tolerant of a poor presentation because you are in their time, not their employer’s.

Length of Talk

Always find out how long you have to talk and check if this includes or excludes time for questions.

Find out if there are other speakers and, if so, where you are placed in the running order.  Never elect to go last.  Beware of over-running, as this could be disastrous if there are other speakers following you.

It is important to remember that people find it difficult to maintain concentration for long periods of time. This is a good reason for making a presentation succinct, well-structured and interesting. Aim for 45 minutes as a maximum single-session presentation, and preferably leave at least 10 or 15 minutes for questions. Nobody minds finishing a session early.

Providing Information in Advance

Always check what information you will need to provide in advance.

Organisers of big events and conferences often like to have all the PowerPoint presentations several days ahead of the event. This gives them time to load all the presentations, and make sure that they are properly branded for the event.

Some events also need speakers’ biographies ahead of time, to put in conference literature. When you are asked to give the presentation, make sure you ask what is needed by when—and then supply it.

You will not be popular if you turn up on the day and announce that you have completely rewritten your presentation on the train. It is entirely possible that the organisers may even not be able to accommodate that, for example if the audio-visual is being supplied by a separate company or by the venue.

And finally…

Being asked to give a presentation is an honour, not a chore.

You are representing your organisation or yourself, if you are self-employed. You are also not there by right, but by invitation. It is therefore important that you put in the time and effort to ensure that you deliver what your audience wants. That way, you may just be invited back another time.

Continue to: Organising the Presentation Material

See also: Can Presentation Science Improve Your Presentation? Preparing for Oral Presentations Managing the Presentation Event Coping with Presentation Nerves

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7 Things You Need to do Before a Presentation

A presentation is more than just an opportunity to explain a position or idea; it’s a means to demonstrate the hard work and research you’ve invested into it. And when it comes to preparing for a presentation—any presentation—you need to remember that the way you deliver your presentation is just as important (perhaps even more so) than the actual content.

Yes, that’s right. What you say isn’t necessarily as important as how you say it .

Think back to the last really good presentation you heard. I mean, the one that had you thinking about it for days afterwards. What made it so compelling? Why did it motivate or inspire you?

I’ll tell you why: Because the speaker engaged you .  That was no accident! He or she didn’t walk up to the podium and wing it.

How to Prepare for a Presentation?

There’s a ton of preparation that goes on behind the scenes of an amazing presentation. We know because it’s our business to teach you the fundamentals of public speaking. What you may not realize is the preparation stage goes further than just jotting down some notes and practising in front of a mirror. A stellar presentation takes a lot of time, a lot of energy, and… oh yes… a lot of practice. Here are seven key things you need to do before any presentation:

• Do Your Research —Regardless of whether or not you are an expert in your field, there is always something new to learn. Do a thorough investigation before plotting your presentation to see if there are any new developments that could be relevant to your subject or to your audience. And make sure you really know your material. It will eliminate the dreaded “umms” and “uhs” that we’ve all come to hate. It’s a sure sign you’re not as knowledgeable or prepared as you should be.
• Know Your Audience —No two presentations should ever be the same. I don’t care if it’s the 12th time this month that you’ve talked about the same subject. You may not have to start from scratch every time, but at least put the effort into finding out who’s going to be in your audience and tailor your presentation in a way that will appeal to them. The same jokes you told a business crowd at a breakfast meeting are probably going to fall flat with your daughter and her fellow third-graders on Career Day.
• Craft Your Notes —Here’s a good rule of thumb: If you can’t do your presentation without it being written down, you probably can’t do it at all. Don’t write a speech. Ever. Instead, craft notes to jog your memory on your speaking points. Glance at them periodically to keep you on track. Take those notes and practice with them every day until you don’t need them anymore. (But take them with you anyway… people tend to get forgetful in front of a crowd.)
• Practice Your Delivery —Your notes will help you prepare what you are going to say, but I’ve already told you what you say doesn’t keep a crowd engaged. So grab a video camera, your cell phone… anything with a video recording option and get in front of it. Record yourself delivering your presentation and give yourself an honest critique: Do you use effective body language? Do you walk around and interact with the crowd? How is your posture? If you can’t give yourself an honest critique, enlist a friend or family member to take a look and point out areas for improvement. Then practice, practice, practice.
• Dress For Success —As I mentioned before, every bit of a great presentation is intentional, including the speaker’s choice of clothing. Take special attention the next time you see someone speaking (usually a politician) who’s trying to appeal to blue-collar workers. Do you know what they’ll be wearing? A blue-collared shirt with their sleeves rolled up. Your attire should match the audience. Wearing a tuxedo to deliver a speech at a ground-breaking ceremony for a new chemical plant just doesn’t make sense.
• Get a Good Night’s Sleep —Make sure you look alert and refreshed by getting plenty of rest the night before a presentation. A drowsy mind is a forgetful mind. And the bags under your eyes won’t do you any good, either.
• Prepare Your Space —Arrive with enough time ahead of your presentation to properly prepare the space you’ll be using. Make sure your slides are in order and that any equipment you’ll be using is functioning properly to avoid embarrassing hiccups and delays during your presentation. Place your speaking notes in a logical spot and get yourself a glass of water. Spend a few quiet minutes mentally preparing.

Be the speaker that has inspired you. Think back to the speeches you’ve heard or the people who’ve appealed to you and strive to make that same connection with your audience. Preparation is key. There’s no such thing as an off-the-cuff winning presentation, so invest some time into yourself and your audience. And of course, we’re always here to help when you need to spend a little extra time brushing up on your skills.

Have you ever had a presentation or speech that you were completely unprepared for? Let us know in the comment section below, and if this topic has helped you, share it on social media to help those in your circles as well!

10 Comments

I need to spend more time preparing for presentations than I do.  I used to prepare more but i think I;m getting lazy the older I get.

I love how you touched on knowing your audience. A lot of people tend to forget this and in turn, end up being forgettable. You want to really connect with who you are speaking to in order to be remembered and thought about after the presentation is over. I have talked to many people who will touch on all the point mentioned but tuning yourself to your audience. 

I agree with John. I have gotten a little lazy and probably a lot boring because I’ve done my presentation so many times. I need to revisit what prep looks like. Thanks

I’ve tried ‘winging it’ only to discover I looked pretty foolish. Preparation is the key.

Off-the-cuff is definitely not good. I think we’ve all tried that strategy (and failed).

I liked the point about dressing for success. People put so much thought into what they’re going to say. They don’t think about what their outfit says.

People don’t realize just how much of a benefit a good night’s sleep can be. It’s not something you’d expect to help your public speaking, but it makes a lot of sense.

Really happy to read this blog. its valuable information for me ,thank you

Wonderful article! We are linking to this great article on our site. Keep up the great writing.

I disagree, some people need a script just to take a dump. That’s not me. I don’t work well with scripts, they’re too confining, and my best presentations have been off the top of my head. I am an improver and always will be.

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8 Physical Tools Every Virtual Speaker Must Have

From microphones to monitors to webcams, here are the tools you need to make your online presentation a success.

Virtual meetings are rising in popularity. That means there’s an opening for online speakers skilled in relating to an audience using a virtual event platform. But you need more than good speaking skills.

You need the right equipment to captivate your audience. This guide looks at the online presentation tools you need to succeed.  

1. Digital Pens

Digital pens are a must-have online presentation tool. You’ll need them for white board like the ones above or your tablet.

What to look for when buying a digital pen:

• Is it universal, working across all devices and screens?
• Does the stylus only work with iOS and Android? What about windows?
• Is the pen a 2-in-1, meaning it comes with different tips (disk or fiber)

5 digital pen choices :

2. Stand Up Desks and Risers  

You don’t want to stay seated during your presentation. Standing up and moving keep you and your audience engaged during your virtual presentation.

Whether you opt for a standup desk or converter often comes down to budget. Here are some choices:

Desk Top System

Desktop: 31.5 x 18

Height: Extends to 17 inches tall

Assembly: None

Desk Top System with keyboard shelf

Desktop: 32.6 x 17.8

Height: Extends to 19.5 inches tall

Assembly: Yes

Stand Steady X-Elite Pro Corner Desk

Desk Top System  

Desktop: 39.25 x 28

Height: Extends to 16.75 inches tall

Assembly: No

Electric height adjustable desk

Desktop: 48 x 30

Height: Extends to 47.6 inches tall

Stand Steady Tranzendesk

Crank stand desk with attachable motor riser

Desktop: 55 x 23.75

Height: Extends to 46 inches tall

Webcams can be better than your computer's video camera.

You want clarity, so that your audience can see your online presentation.

You have a computer with a camera, but it might not provide the best picture clarity and quality. That’s where a webcam comes in. 

You may see these terms when looking for a webcam. Here’s what they mean:

What is FPS?

The number of frames per second. 30 fps has long been the standard for television. 

What is resolution?

The number of pixels in an image.

What is a pixel?

In simple terms, pixels are directly related to picture quality . The more pixels, the better picture.

What does plug and play mean? 

You don’t have to download any software. Just plug the webcam into your device and it’s ready.

Five webcams to consider, from budget to more expensive models

The Jelly Comb 1080p webcam

• Privacy Shutter
• Auto focus, light adjustment
• Audio: Stereo
• Compatibility: 
• Plug and play:

Weicha 1080p webcam

• Works with many video conferencing applications 
• Webcam autofocus
• Noise cancelling microphone
• 5 million pixel autofocus
• Plug and play: yes

Nanshiba 1080p webcam

• Dual microphone
• Noise canceling, facial enhancement technology
• Incudes a tripod

Vitade PC 1080p webcam

• Automatic low light and facial enhancement technology   
• H.264 encoding uses half the file space 
• 80 inch wide angle lens
• Real-time autofocus

Logitech HD C922x Pro Webcam 

• 30 fps 
• Automatic focus
• H.264 encoding 
• Table tripod

4. A Second Monitor

This is a case where one might not be enough.

Use one monitor for your presentation and a second to see attendees and answer their questions. Monitors in the $100 price range tend to have about the same specs, but we’ve listed five here for your consideration

5. Speedy WiFi Connection

Sluggish wifi could ruin your virtual presentation. Here’s what you need to know to stay online at the speed you need

What is upload and download speed?

• Upload speed is uploading information from your device to the internet. Download speed is the opposite, downloading information to your device.

Why upload and download speeds are important?

• Slow speeds make data transfer sluggish, slowing down your presentation

What speed do I need?

• For video conferencing systems , generally three to five mbps to upload and .5 to download

How do I test my internet speed?

• Provides a stronger, faster, and more reliable connection
• Sound quality 
• Video quality 

6. Headsets

Computers come with microphones, but you don’t want to rely on that since open mics can pick up the background noise. Here are some noise-cancelling headphones:

• Note: Bluetooth is the wireless connection between devices, so the higher the Bluetooth version, the faster the  connection speed.

7. Microphones

Don’t like headphones because they feel awkward? Here are some options for microphones.

Mic has additional volume knob for louder output

Plug and play USB

Adjustable stand

Compatible with Windows, Mac

Maono boom USB

Pop filter, foam windscreen removes background noise

USB dataport

Boom arm set

Condenser microphone for clear voice

Blue Snowball

Adjustable desk top stand

Works with Windows and Mac

Compatible with Skype

Has gain control and mute button

Requires minimum 64MB of RAM

Samson Meteor Mic

Fold back legals for easy transport

Minimize ambient sound

Plus and play USB

Zero latency with level control 

8. Lighting

You’ll need a well-lit area for your online presentation. Here’s four reasons why.

• You want your audience to see you clearly.
• You don’t want your audience distracted by shadows, glare, or darkness
• You want your virtual event attendees to easily see your white boards, slides, and other information 
• You don’t want to adjust lighting during your presentation. That’s an unwanted distraction

Types of lighting

Chances are you’ll need one of these two types.

• Easy to buy and inexpensive with many under $20.
• The Simple Deluxe 2-pack (pictured left) is one example
• Caution: Clamp lights may not have dimming controls so you can’t control the light

• Dimmers provide more lighting control
• The Neewer kit contains a diffuser to soften lights, a stand, carrying case, and more 
• Stand height extends to 75 inches 

 App controlled dimmable lights 

• The GVM model can be remotely controlled by an app
• Wireless operation possible
• Rotates 360 degrees

Here’s a recap of the tools you’ll need to make  your virtual event a success.

As you can see, setting up a virtual speaking event studio isn't complicated --- you just need the right equipment.

A good microphone ensures your audience hears you and a webcam can provide clearer picture quality.

Don't forget about lighting. You don't want shadows impacting picture quality.

You'll also want a standing desk or a riser, so you're not seated during the entire virtual event. Standing makes you and the meeting more active.

Having the right equipment will ensure that all of your virtual speaking gigs are nothing less than a success!

Find The Top Virtual Speakers

For planners, for speakers, for everyone.

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• Communication

How Do You Prepare a Good Presentation in 2024 in 12+ Practical Steps? (+ Expert Tips)

There's nothing more nerve-wracking than having a big presentation coming up and feeling unprepared. Public speaking can be difficult. Not feeling ready makes it even more of a trial. Learn the essential steps for presentation preparation.

If you want to calm those nerves and wow your audience, then it's a good idea to understand the basics of creating attention-getting presentations.  

In this guide, I'll share 12+ presentation preparation tips that'll walk you through how to prepare for a presentation from start to finish. So, you can feel confident when preparing to give a presentation .

Find Premium Presentation Slides on Envato Elements

One way to save time in the presentation preparation phase is to use a premium template to design your slides. This will help you feel secure about how your presentation looks, even if design skills aren't your core strength.

A great place to find templates when preparing to give a presentation is Envato Elements. This marketplace has a great offer you can grab today. Download as many premium PowerPoint presentation templates as you want, all for one low price.

This offer includes other items you can use to make your presentations stand out, like stock photos, graphics, icons, and more. 

The great thing about using premium design elements for your presentations is that they're well supported by the creators, are compatible with major software and apps, and are kept up to date .

Get More PowerPoint Presentation Templates on GraphicRiver

Envato Elements is an excellent resource if you've got plenty of presentations to do. But if you need a single presentation template for one-off use, try GraphicRiver. 

GraphicRiver is a great option if you prefer to pay as you go, and choose a single PowerPoint presentation template each time you need to create a new presentation.

How to Prepare a Good Presentation Step by Step in 2024 (+ Expert Quotes)

Now, let's look at  some of the key steps in preparing a presentation, covering everything from topic selection to delivery, so you understand how to develop a presentation :

1. Choose the Right Topic

One of the most important presentation preparation tips is to pick the right topic for your presentation . You've got a few choices that'll give you a head start on wowing your audience. For example, you can:

• Choose a topic you're passionate about. This will make it easy to give an animated and appealing presentation.
• Pick your topic based on your knowledge and skills, so that you can wow your audience with the information you include.
• Do a data-driven presentation based on the latest statistics on a topic of interest, plus your expert opinion or conclusions.
• Select a presentation topic that relates to your business goals, such as reporting on key performance indicators (KPIs) or revenue .

Stephanie Schwab , Marketing Expert, Coach and Consultant, advises:

"Finding the right topic is all about knowing your audience. What's keeping them up at night? What do they really need to hear from you, right now, that will help them in their lives, or their businesses? If you're not sure what they need, ask them - survey them through email, ask your community on social media, talk to your customers directly. Meet your audience where they are and they will come to you again and again."

2. Know Your Audience

Related to that, another important step in presentation preparation is to know your audience . Your presentation plan will be completely different depending on whether audience members are novices or experts in your topic. Understanding who you're presenting to helps you select appropriate data and anecdotes to convey your topic. 

Jared Karol , Speaker, Coach and Group Facilitator, says it's extremely important to think of your audience when preparing your presentation:

"If you can trust that your content and presentation flow is solid, you can give more attention to how your audience is thinking and feeling during and after the presentation. Involve the audience as much as possible. Invite them to be part of the presentation––whether rhetorically by using "we" and/or "you" language––and literally by utilizing chat and poll features, or, depending on the size of the group, allowing verbal interaction. Remember that you are creating an experience, not just delivering content." 

If you're presenting to the C-suite, you'll want to keep your presentation short and focused to avoid wasting their time . Learn more executive presentation preparation tips in the following article:

3. Brainstorm

The next tip in our series of presentation steps is to brainstorm. This can be something you do on your own or with others. Either way,  note down initial ideas and inspiration for your presentation. Use tools like mind mapping to connect related concepts. 

By the end of this process, you'll have a clearer idea of the intended focus of your presentation and can move onto the next stage of your presentation plan.

4. Do Your Research

If you're thinking about how to prepare a great presentation, one of the key elements that separates good business presentations from the rest is research.

Tara Furiani , CEO & Host, Not the HR Lady, says:

"On our show, Not the HR Lady, we are huge proponents of ‘facts’ and call on our audience to fact check us. Presentations must be rooted in more than the theories of the presenter, to be credible. This can take on a lot of different looks. For me, I use and reference a lot of movies, music and pop culture to humorously drive serious points home (like racism, misogyny, bigotry, etc…) and that means finding just the right clip that illustrates your point. Not all ‘research’ has to be academic in nature, but all presentations should call upon someone other than one’s own opinions, for maximum impact and action."

Once you know your topic, you can search for supporting information such as:

• recent news or features
• the latest statistics (taken from reliable sources like .gov and .edu industry reports, and Google Dataset Search )
• relevant quotations

Once you've got that information, you're ready for the next step in presentation preparation.

5. Plan Your Presentation

Now it's time to put your presentation plan together. This is where you bring together ideas from your brainstorm and information from your research and organize them into a rough outline. 

A good way to do this is with headings for different parts of your presentation and bullet points with facts, quotes, and stats. By the end of this process, you'll have a pretty good idea of the content of your slides. That's a crucial part of presentation preparation.

6. Draft/Write Your Presentation

Of course, creating a presentation isn't just about the slides. Use the outline you've created to draft the spoken part of your presentation. It's good to start with an overview of what your presentation will cover. Get it right, and this will whet your audience's appetite and make them pay attention.

Plan your introduction to draw your audience in . Using a story, or an unusual fact or stat can help with this.  Christina Strickland , Vice President of Crackerjack Marketing, says:

"Presentation introductions are a chance to capture your audience’s attention right away. This is a good time to set the tone for the presentation and the meeting in general. Before you head in, know in your own mind the objectives for yourself and for your audience. When you introduce the presentation, begin by laying out the objectives for the audience and then a quick overview of the format and flow. This will help participants know what to expect and the right time to ask questions."

Plan your conclusion, too. It's helpful to know where you're headed so you can steer your presentation the right way.

Use storytelling throughout to keep your audience's attention. Don't be concerned if the final spoken presentation is a little different from your prepared outline. The outline is a guide, but you'll know what you need to include or exclude as you start to polish the actual presentation. 

That's part of the reason you don't always need to create your slides at the outline stage of presentation planning. Instead, update that initial outline based on what your ACTUAL presentation will be. Then it's time for slide preparation (PPT templates, as you'll see, will be a big asset for the next stage).

7. Design Your Presentation Slides

Wondering how to prepare your presentation with minimum hassle? Use a premium presentation template from Envato Elements to get a harmonious design. This means you can focus on your content, rather than worrying about needing graphic design skills . Remember, you can download unlimited PowerPoint presentation templates from Envato Elements, all for one low price.

There are also attractive PowerPoint presentation templates on GraphicRiver , for those preferring a single-use template. So, there's lots of choice.

Here are some other useful presentation preparation tips:

• Don't overdo the font choice . A single heading font and a single body font will be fine for most presentations. 
• Choose your fonts carefully . Some fonts look attractive on your computer but are hard to read.
• Pay attention to font size . You'll need to make sure that even someone who's at the back of the room can read your slides.
• Avoid walls of text . They make slides hard to read and is pretty off-putting. A wall of text is a sure way to lose your audience.
• Make one key point per slide . Have a few supporting bullet points.
• Use charts, graphics, images, and quotes . They can help make your points and keep your audience's attention.

For more presentation creation tips, check out our in-depth PowerPoint tutorial: How to Use PowerPoint (Ultimate Tutorial Guide) .

8. Expect Questions

Once your main presentation is ready, there's one more way to make your presentation great. That's to prepare for questions. As part of your presentation planning, you should:

• Think about what people might ask about your presentation content and be ready with answers.
• Consider how to deliver your presentation to lead people to ask certain questions that you're prepared for.
• Prepare an answer for when you've got no answer so that you're not left floundering.

Christina Strickland says:

"Unexpected questions are bound to happen. Don’t feel like you are required to answer every question that comes up. It’s always good to have a few different responses prepared for different types of questions. Remember, it’s ok to say “That’s a really good question but it’s not really in my area of expertise.”"

9. Practice the Presentation

When you're happy with your slides and have prepared for questions, it's time for some presentation practice. This is where you do a complete run-through of your presentation, with both your presentation script and the slides. 

As you practice, pay attention to anything that doesn't flow, or is hard to say . Edit both your script and your presentation slides to remove these items. You don't want to be stumbling over your words on the day.

Some people prefer to practice alone but consider using a few friends or trusted colleagues as a test audience. It's a good way to make sure your material is clear and easy to understand.

Keep practicing till you feel you know your material inside out. This will help you deliver a polished presentation when it's time. If you're presenting online, Jared Karol suggests:

"The biggest thing to focus on when delivering presentations virtually is the idea of presence over performance. Try to recreate as closely as possible the vibe and feel you would create if you were all in the room together. Yes, prepare and rehearse. Yes, make sure the technology is good to go. And, remember that how you deliver the information is just as important as what information you're delivering. Wherever possible, try to personalize and humanize your presentation. Try to make your audience feel something not just remember something." 

To learn more about presenting in public, read our public speaking guide: 

10. Prepare the Room

When thinking about how to practice for a presentation, there's one element some people overlook: the presentation space .  If it's possible, check it out well before it's time for you to present. 

One thing to pay attention to is the presentation equipment. Whether you're using a laptop and screen, a projector and screen, or some other piece of technology, get familiar with the presentation technology so you can ensure it'll work as expected.

And if you're able to book rehearsal time, take advantage of it. If you do, there won't be any surprises on the day.

Here are a few additional tips for giving an online presentation. 

11. Adjust Slide Design For Virtual Displays

If you're doing a virtual presentation, one of the most important tips for presentation preparation is to adjust the design of your slides. People will tune in from different size screens. So, make sure you don't have any text too near the top, bottom or sides of the slide, or some people won't be able to see it. Stephanie Schwab says:

 "I like to give instructions to the audience on how to get the best view of the presentation; I use Zoom most of the time, so I'll do a quick explanation of how to switch from gallery view to speaker view, and how to slide the screensharing portion bigger or smaller. That way I can have a little bit more confidence that the audience will take in the presentation in the way I want them to see it, and not get distracted by gallery view."

12. Look After Background and Lighting

We've all been on Zoom calls where the speaker is backlit, or where there's something distracting in the background. Avoid both of these so your audience can focus on your presentation. Experiment with the room you're presenting in to find the best lighting or get a ring light or two to ensure your face is always visible. And consider using a virtual background to keep distractions to a minimum. 

Tara Furiani says:

"The differences between presentations online and those that are in-person, are largely dependent on the skill of the facilitator. For example, one who’s engaging, tech savvy and can command a room… should find the presentations in-person or online, pretty much the same. When I present in a live setting, I use far less imagery than I would for an online session, because the focus would be on me. Virtually, I tend to add a touch more visual content, since my face alone should only be looked at for so long. By anyone."

13. Use Interactive Features

When preparing your presentation plan for an online presentation, try interactive features in your delivery platform to keep the audience engaged. Since you won't be able to use - or see body language - here are some tactics to try:

• Include polls.
• Ask questions people can respond to in the chat section.
• Encourage the use of emoji reactions to get the audience involved.

These features are a big advantage of presenting online, says Tara Furiani:

"One shift, I think, that we will miss about online presentations (when in-person becomes the ‘norm’ again) is the ability to know, in the moment, if you are affecting change with people and resonating. Reactions, re-quotes, comments, and questions are delivered to us, while we are presenting, instantaneously… training survey be damned, this is real-time feedback.  We’re going to miss that; I just know it. In real life, save for applause, there aren’t ‘reactions’ to click that appear over the speakers’ head… maybe there should be?"

Presentation Preparation: Online vs In-Person

More conferences and events are being held online, and that's likely to continue. That means going one step further to understand how to develop a presentation to give a virtual audience a great experience. Stephanie Schwab comments:

"A lot of people think that giving an online presentation means you have to show slides the whole time - and I think just the opposite. I might have some slides to backup some of my points, but I'm usually pretty fluid between sharing my screen with a slide and then turning off sharing, so that the online audience can focus on me."

Do you wonder "what is a good presentation for online audiences?" Here are some differences in presentation preparation between online and in-person presentations.

• You can't read the room . When presenting in-person, you can tell if people are engaged because they may lean forward, make eye contact or respond in some way. On a video call, you may not be able to see them properly, and they'll likely be muted to avoid background noise. To make up for this, pause regularly and ask for comments or feedback. 
• You can't rely on body language . An in-person presenter can use physicality for emphasis. That's not possible in the boundaries of a small screen.
• Visual cues are essential . In-person you can gesture or point at a key part of your slides. That's harder on a small screen. So, design your slides with visual cues like arrows and circles to direct your audience to what's most important on any slide. 
• Working technology is more important  for virtual presentations. It's essential to ensure your mic and camera are working properly so you look professional. In contrast, you always have the option of going tech-free in an in-person presentation.
• You handle questions differently . In-person, it's pretty easy to see when someone has a question, especially in a small room. Online, that's much harder, so have someone on hand to keep track of who's raised a hand or typed a question into the chat box.
• Camera position is crucial. In-person, you may not have a camera. Even if you do, you can walk around the room to make eye contact with different people. That's not possible online, so make sure you're looking directly into the camera. That will allow you to make virtual eye contact with every participant. 

Learn More About How to Prepare Your Presentation

Now you know how to prepare a good presentation, but don't stop there. Find even more useful presentation preparation tips in the following guides and tutorials:

Find More Presentation Templates

Are you still looking for the right presentation template? Find great templates for any type of presentation in the following roundups:

Start Your Presentation Preparation

Now, it's your turn to prepare a presentation. You've learned some key presentation steps, including the importance of developing a presentation plan as well as the importance of presentation practice. You're ready to get started.

Don't forget. You can find attractive PowerPoint presentation templates on Envato Elements. And, for one-off use, you can also choose from the presentation templates on GraphicRiver. Check out the best PowerPoint templates available today.

Editorial Note: This post has been updated with contributions from Sharon Hurley Hall . Sharon is a freelance instructor for Envato Tuts+.

Presentation Equipment

A good workman never blames his tools.

• it can be used in daylight
• the user can face the audience
• the user can write or draw directly on the transparency while in use

Best presentation equipment for public speaking

Here are some useful tools I love and use and therefore can recommend

Best gadgets for presentation

Best Video Cameras for Public Speakers

Presenter remotes

Best Portable Thumb Drives And Hard Drives for the Presentations

Best Laptop Display Adapters For Public Speakers

Best Portable Speakers For The Presentations

Teleprompters

Best Computer Mice for the Presentations

Best Laptop Backpacks for Public Speakers

Best Laptop Briefcases for Public Speakers

Improve your practice.

Enhance your soft skills with a range of award-winning courses.

Presentation Checklist: What to do Before and After Delivery

October 27, 2017 - Dom Barnard

Before you give a presentation, you might want to work through this checklist to make sure you haven’t missed anything.

Purpose of the presentation

• What is the purpose of your presentation?
• What is the end goal?
• What would you consider a successful outcome?

Presentation preparation

• Check how long your presentation slot is
• Check that your presentation doesn’t overrun on time
• Rehearse your presentation to friends or colleagues
• Rehearse your presentation using  virtual reality  to reduce nerves
• Prepare speaker notes or cue cards
• Take a  presentations training course  to improve your skills
• Think about where to breathe and pause
• Number your notes in case you drop them
• Ensure  your introduction  explains your objectives and grabs the audiences’ attention
• Clearly define the points of the presentation
• Check the main points are in  logical order  and flow well
• The conclusion should be clear, concise and tie with the introduction
• Make sure you are knowledgeable about the topic you are presenting

Presentation slides

• Keep slide designs  simple and concise  – use minimal text and high quality pictures
• Make sure there are no grammar or spelling errors on the presentation slides
• Check and facts you display and make sure you can back them up
• If appropriate, post slides to the web, include URL at end of talk
• Saved your presentation onto two different formats (USB, cloud storage, etc.)
• Confirmed that the audio-visual equipment you require will be in the room
• Ensure you  practice with your presentation slides  to get the correct timings

Visual aids and handouts

• Check the  visual aids  are easy to read and understand
• Make sure they tie into the points you are trying to communicate
• Ensure they can be easily seen from all areas of the room
• Prepare any handouts  you want to give out and proof read them
• Make sure you have sufficient handouts
• Double check the visual aids are working (especially if it’s a demo)

Audience analysis

• Think about  who will be in the audience
• Determine if there will be decision makers
• Think about their knowledge of the topic
• Think about if their native language is the same language as the presentation
• Check if the organiser can provide a rough demographic

Audience questions

• Think about possible  questions you will be asked  and have spare slides to address them
• Decide how long you will leave for questions at the end
• Decide if you want to specify areas you are willing to answer questions on

Other speakers at the event

• Found out who else will be speaking and what they will be speaking about
• Check if other speaker topics are related to yours
• Check if someone else will introduce you or if you need to do it yourself
• Determine whether you will be presenting alone or as part of a group

Location and type of event

• Check the floor, room and location of the event
• Find a contact persons email or number in case you are running late
• Get directions to the venue, including parking vouchers if required
• Try to find last year’s programs to determine the style of the event
• Check if there are reviews of the event on blogs or social media
• Check the type of event – is it an industry event where you’re expected to address professionals? Is it a seminar for aspiring leaders looking for inspiration and motivation?
• Check the style of presenting you’ll be doing (indoors, outdoors, standing, sitting, etc.)
• Understand the size and layout of the room you will be presenting in

Your appearance

• Make sure you are dressed and groomed appropriately and aligned with the audience’s expectations
• First impressions  are very important for credibility, maintain a polished and professional look
• Practice your speech paying close attention to your body language and posture, both of which will be assessed by the audience
• Decided what to wear the day before
• As a rule of thumb, dress slightly better than your audience members

On the morning of the event

• Eat a good breakfast to give you energy on stage
• Get some light exercise in
• Check your laptop is charged
• Check you have your slides ready on your laptop
• Avoid unnecessary stress by getting to the venue early

Bring with you to the event

• Bottle of water in case your throat goes dry
• Your laptop and any necessary cables
• Backup slides on a USB or hard drive
• A remote to  control your slides  if required
• Extension cord if required
• Any physical demo, handouts, or other visual aids if required
• Your presentation notes or cue cards

At the event

• Register and let the organiser know you’ve arrived
• Find your room and watch another speaker present
• If time allows, mingle and  meet people  who might be in your audience
• Return to the room before the speaker before you finishes, maximising your time to set up
• Get your laptop hooked up to projector immediately – most problems occur here
• Test your slides and any videos
• Walk around on stage and get comfortable with the room
• Run through the first couple of minutes of your presentation
• Make sure you have a glass or bottle of water with you
• Sit in the back row and make sure your text is readable
• If you’re nervous, distract yourself by going for a walk
• Turn your mobile on silent

After the event

• Make yourself visible so people can find you to ask questions about your talk
• Write questions from attendees on their business cards so you can answer in email later
• Post slides online or to  SlideShare  if appropriate
• Email people who gave you their cards, answering their questions
• Thank the organiser and ask for any feedback
• If your talk was filmed, ask for a copy so you can learn from it

• Sign up free

Resources / blog / Marketing and sales / Article

The best webinar gear and tools to host a pro webinar

Rachel Burns

October 23, 2020

You don't need a professional video studio to host professional-quality webinars. Learn how to choose the best webinar gear and tools.

With almost everyone and everything going virtual these days, webinars are more popular now than ever.

But hosting and selling webinars -- especially if you're new to video content -- can be intimidating.

When it comes to your webinar setup, there are a ton of options out there, and figuring out which tools to use can be time-consuming and confusing. 

Here's the good news: you don't need a professional video recording studio to host great webinars that make you look like a pro.

In this article, we're sharing our favorite webinar gear and tools to host professional-quality webinars without breaking the bank.

Need a place to host your webinars? Podia is an all-in-one platform that connects your webinars with the rest of your online business. Join today!

The best audio equipment for webinars 

Sound is one of the most important parts of your webinar. 

If your audience can't hear you, the sound quality is poor, or you have a lot of background noise, people won't stick around for the whole webinar -- and probably won't sign up if you host another one.

Your webinar audio quality is also critical if you plan to record your webinars, which you definitely should. Webinar recordings are versatile content. You can:

Send recordings to attendees and registrants after the live webinar

Upload the recording as a video to your website or YouTube channel

Sell the recording on your site as a digital download

Repurpose the content into a lesson for an online course 

Viewers care about your audio quality. TechSmith found that 75% of the videos viewers rated as "good" or "great" had clear voiceover audio.

Likewise, 89% of videos that received a four- or five-star rating for “how accurately did the video achieve its goal?” and “how did you personally rate the video?” had clear audio.

So, to make sure your webinar sound quality is top-notch, it's worth investing in a high-quality microphone or headset. Here are a few of our recommendations.

Best webinar microphones

When choosing a microphone, you'll come across two main types: Dynamic and condenser .

Most common microphones -- like the ones in smartphones, for example -- are dynamic. Dynamic mics are sturdier, smooth over voice imperfections, and isolate your voice, so you don't have to worry as much about background noise or the acoustics of your recording space. 

Dynamic mics are usually used in live settings to amplify sound, while condenser mics are designed specifically for studio use. Condenser microphones are more sensitive to background noise and the acoustics where you record.

Here are some of our favorite webinar microphones. 

1. Blue Yeti USB microphone ($129.99)

A favorite of podcasting pros like Marketing Showrunners' Jay Acunzo , the Blue Yeti is one of the most popular microphones for content creators.

It's a USB microphone that hooks up easily to your computer. You can also add on a boom arm to "transform your desktop into a broadcast studio".

The Yeti also has a headphone output, which, according to podcasting expert Rachel Corbett , can improve your mic technique:

"If you can hear you’re off mic, too loud or that you’re popping every time you say a word with a hard consonant (‘p’,’b’,’k’), wearing headphones will help you adjust the way you’re using the mic in the moment.

The more experience you have with this immediate feedback, the better your mic technique will be in the long run."

2. Blue Snowball ($69.99)

The Snowball is a less expensive condenser microphone option from Blue. This mic also offers a plug-and-play USB connection and promises "studio-quality sound".

3. Shure MV88 ($199)

If you plan to host and record webinars via your iPhone or iPad, the Shure MV88 mic is a great choice. The super-portable microphone connects to your iOS device with a built-in lightning connector.

4. Rode VideoMic Me ($39.99)

Another excellent portable option, the Rode VideoMic Me plugs directly into any smartphone’s headphone socket. You can also plug your earbuds directly into the VideoMic to listen to your audio while recording or play back your videos without removing the microphone.

Microphones aren't the only option for high-quality webinar audio. You can also use a headset, which brings us to our next topic.

Best headsets for webinars

If you're looking to simplify your audio setup, you might prefer a headset for your webinar. You don't need a separate microphone and headphones; instead, you just plug in your headset, and you're good to go.

Here are three highly-rated headsets for webinars:

1. Logitech H800 Bluetooth Headset ($139.99)

The Logitech H800 is a wireless headset that works with Bluetooth-enabled computers, smartphones, and tablets. It also comes with a USB-A nano-receiver to connect to computers without Bluetooth. 

2. Logitech USB Headset H390 ($39.99)

If you don't need a wireless headset, this Logitech USB headset is an affordable, high-quality wired option. The H390 comes with a plug-and-play USB connection and noise-canceling microphone. 

3. Audio-Technica BPHS1 Broadcast Stereo Headset ($219.00)

The fanciest headset on our list, the Audio-Technica headset is marketed as a "rugged stereo headset" that features a "high-output dynamic microphone mounted on a flexible gooseneck boom".

One podcast-hosting reviewer called it "THE BEST investment we have ever made when it comes to sound quality." That's some high praise.

With the audio piece of the puzzle taken care of, let's move on to another key element of your webinar equipment: Your video gear.

The best video equipment for webinars

Do you need video equipment to host a webinar?

Some webinar presenters choose to present slides with a voiceover for their entire presentation. But showing your face can help you connect better with your attendees. 

Author, marketing strategist, and professional speaker Dorie Clark wrote for Harvard Business Review :

"It’s shocking to me how many professionals still consider it acceptable to host webinars with no video, merely providing voiceover as they click through a series of slides . . . Many professionals don’t like looking at themselves on camera, but that’s not a valid excuse when you consider how much more engaged listeners are when watching a real person talk to them, rather than a disembodied voice."

If you choose to engage your attendees by speaking to them over video -- not just narrating your slides -- here are the tools you'll need to do just that.

Best webcams for webinars

If you're recording from your smartphone or tablet , that camera is probably at least 1080p, if not 4K. Translation: It's a high-quality camera, and you don't need to buy an additional webcam to shoot webinars.

If you're recording on your computer, you'll want to get a quality webcam that's a step up from the one built into your laptop or monitor. Built-in cameras tend to be lower definition, which means lower video quality. 

For an affordable external webcam, we love the Logitech HD Pro C920 ($69.99). 

Logitech offers a free app that lets you adjust the camera's focus, contrast, and color right from your phone.

The Logitech BRIO ($199.99) is also a great option. It's a bit pricier, but very highly rated for streaming, video conferencing, and recording. 

If you already have a DSLR camera on hand, you can use it to record your webinar through this nifty tool: the Elgato Cam Link 4K ($99.99).

The Cam Link converts the HDMI signal from your DSLR camera to USB, so your computer recognizes it as a webcam.

Professional video quality is about more than just your camera, though. The right video accessories -- like tripods and lighting setups -- can make a big difference.

Best video recording accessories for webinars 

Webcams (like the Logitech models above) are usually designed to attach to the top of your computer. But the problem with using them this way is that they'll pick up extra movement from whatever surface your computer is sitting on, which can make your shot look shaky.

The solution is a tripod, which helps you stabilize your camera to get a steady, pro-quality shot. 

For an inexpensive tripod, we like the AmazonBasics Lightweight Mount Camera Stand ($20.70).

One more way to make your webinar look professionally recorded is with a lighting setup. The right lighting can make the difference between amateur vlogger and expert presenter -- and can help you avoid some of the most common lighting issues .

We recommend having at least a basic lighting setup so that you can shoot video whenever and wherever you need to, without waiting for the golden hour when the natural light isn't just right.

The Neewer 18" Ring Light ($88.99, at time of writing) is a solid lighting option.

Ring lights eliminate shadows by placing light all around your camera, rather than the light coming from just one direction. The Neewer kit features dimmable LED lights and two color filters for changing the temperature of the light. 

And as a bonus, the Neewer light can work as a tripod, too. It comes with mounting adapters that let you attach your smartphone or webcam right in the center of the light. 

If you want to spend a little bit more (and get a little bit fancier), you can get a three-point professional lighting setup like the Neewer 3 Packs 660 LED . 

Once you have your audiovisual equipment sorted out, it's time to get into the nitty-gritty of hosting, recording, and promoting your webinar. And yep, we've got some tools to recommend there, too.

The best webinar tools and platforms

Your webinar hardware -- like your camera and mic -- should be matched with pro-quality webinar software. 

These are some of your options for webinar tools and platforms. 

Best webinar platforms

Demio is a no-download, browser-based webinar platform. The platform lets you host and market your webinars and virtual events.

Demio includes webinar promotion and lead generation tools, like registration and thank you pages, embeddable forms, email notifications, list management, interactive polls with stats, in-webinar offers and CTAs, and downloadable handouts for attendees.

However, if you're planning on having over 50 attendees at your webinars, Demio can get pricey: Their pricing ranges from $59 per month for up to 50 attendees to $259 per month for up to 500 attendees.

Zoom is a remote conferencing platform that combines video conferencing, online meetings, and chat into one tool. Zoom is ideal for live webinar presentations or group meetings (or classes, as a lot of universities are finding during COVID-19).

Zoom allows screen sharing, group collaboration, and scheduling via Chrome extensions. That said, Zoom's no-frills marketing tools (or lack thereof) pale compared to Demio's.

Still, if you're looking for a free option and plan to host a webinar that's less than 40 minutes, with fewer than 100 attendees, Zoom is a solid (free) choice. Otherwise, paid plans range from $15.99 per month for 100 participants to $19.99 per month for 300 participants.

Podia is an all-in-one platform for creators. Podia’s webinar feature lets you host and sell webinars powered by YouTube Live or Zoom.

This means you can run and sell your webinars -- both live and recorded -- without having to coordinate across multiple platforms that don't play well together.

Podia features include landing pages, advanced webinar scheduling, automatic replays, reminder emails, affiliates, coupons, payment plans, and the ability to sell or give away for free access to your webinars. 

If you want to learn more about selling digital products on Podia, create your free account today.

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You can also use Podia to promote your webinar through email marketing . Email is one of the most effective marketing channels for webinars. 

45% of marketers use email to promote their webinar, and email drives 57% of webinar registrations .

Selling and promoting your webinars through Podia lets you manage all of your digital products. Plus, you own everything, including your email list, payments, data, and relationship with your audience.

OK, now that you have a platform to host your presentation, you need the tools to make your presentation as engaging and visually appealing as possible. That's where slide decks come in. 

Best slide deck and presentation tools

Adding slides to your webinar instantly makes your presentation more engaging.

It also makes your content more memorable: Pairing audio with visuals helps people better absorb and remember information.

Luckily, there are plenty of free tools and templates out there that make it simple to create a webinar presentation.

To create your slide deck, we recommend Google Slides, PowerPoint , or Keynote . Each tool offers presentation templates that will make your webinar look pro -- no graphic design skills needed.

Just make sure that your slide design matches your brand: Consistent visual branding can increase revenue by up to 23% . 

For even more tips on creating and importing free, beautiful webinar slides, check out this video from Podia's resident video guru, Ben Toalson . 

Love this video style and want to create one of your own? Check out our final set of tools for seamless video editing at every budget.

Best video editing tools

Last but not least, if you're hosting or selling a pre-recorded webinar, you may want to edit your recording before making it available for download. After all, 94% of webinars are made available on-demand after the event runs live.

Here are three of our favorite video editing tools: 

1. Lightworks (Free)

Lightworks is a free video editing tool from EditShare. Lightworks features the fancier bells and whistles of professional editing suites, but its simplicity and ease of use make it an excellent choice for new video editors. 

2. HitFilm Express (Free)

HitFilm Express offers a fully-featured post-production and editing suite. HitFilm Express lets you create beautiful videos with visual effects, transitions, titles, and more.

The learning curve for HitFilm Express is steeper than Lightworks, and its interface is a bit clunkier, but HitFilm supports advanced functionality such as green screen support, compositing tools, and color grading.

3. Final Cut Pro ($299.99)

Yep, it's a big price jump from free-ninety-nine to $300. But if you want to invest in a professional video editing tool, Final Cut Pro is an excellent choice for Mac users.

Final Cut Pro is advanced-level editing software that features fast performance, organizational tools, and support for 360-degree footage and HDR. They also offer a free 90-day trial , so you can decide for yourself if it's worth the investment. 

With your webinar toolbox full of new gear and software, it's just about time to wrap up.

The webinar equipment you need to host a pro webinar

You don't have to be a pro videographer or streamer to create, host, and sell a top-notch webinar. With the right webinar tools in your arsenal, you can make your webinar professional-quality without a professional budget.

To recap, here's the webinar gear you need:

A microphone or headset for great audio quality. Whether you choose a USB or Bluetooth option, make sure the mic works well with your computer, smartphone, or tablet. 

A camera to show your face and engage your attendees. You can use the camera on your phone, a webcam, or even connect your DSLR camera to your computer.

A webinar platform to host, sell, and market your webinar. 

A presentation tool to create a slide deck that matches your brand.

A video editing tool to polish your pre-recorded webinar.

And, above all else, know that getting started with webinars is a learning experience.

Nobody's first webinar goes perfectly -- and that's okay. With the right webinar gear and tools, you're equipped to keep getting better, and soon you'll be hosting webinars like an absolute pro.

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About the author

Rachel is a content marketer for Podia , an all-in-one platform where online courses, digital downloads, and communities scale with their creators. When she’s not writing, you can find her rescuing dogs, baking something, or extolling the virtue of the Oxford comma.