Connections

If you're going to use your own device (this is often the most reliable way to ensure your content works as expected!) you'll need to know how to connect it to the venue projector.

• VGA (sometimes called RGB) - older 'analog' connector type. New laptops are unlikely to use it (but schools and old projectors often still do).

• HDMI - digital signal which can also carry audio. Common on laptops for a while, now largely superseded by DisplayPorts and USB-C.

• DisplayPort - digital output. Uncommon on laptops. More common on slightly older desktops and desktop monitors.

• Mini-DisplayPort - digital output. Very common on Apple devices and some Microsoft laptops.

• USB-C - newer laptops - this port can plug in USB devices, and power, and also output video and audio signals. It's the rotationally symmetric port (no more broken ports from plugging in upside down!) and becoming increasingly common. (Note that it is unlikely that an older USB-A port will output video or audio)

Once you've identified your connector type, get some adaptors. Most projectors will take one of either HDMI or VGA, so make sure you're covered.

For example, if you know that your laptop only has an HDMI port, buy an adaptor that converts from HDMI to VGA (example). Then if you find an HDMI projector you're already fine, and if you find a VGA projector you can use your adaptor.

But if you have only a USB-C port for display output (like I do, for example) you will need a USB-C to VGA and USB-C to HDMI adaptor (or one that does both - example) in order to cater for either situation.

Finally, if you can, carry a spare cable or two. You may find that the venue's cables are too short, or just missing. If you want to cover all the options you could carry a spare VGA and spare HDMI cable, and also carry female/female adaptors which will let you solve a cable that's too short (VGA example, HDMI example) by adding your own spare cable to extend it.

Using a device at the venue

All of the above assumes you're bringing your own device. It may seem daunting, and you may wonder why you can't just use a device at the venue. Indeed some venues may try to persuade you to use their device.

If you have specialist requirements (using non-standard software, like Geogebra, or demos involving extra devices like USB microscopes), you'll probably need to insist on using your own device, and you should establish in advance that this is ok.

If you do agree to use a venue's computer, you should discuss carefully what software you need (and what version of the software), and be prepared to use/adapt to whatever they have (PC/Mac, Powerpoint/Keynote/PDF etc).

Bringing several versions of your slides, in different formats, on a USB stick or emailed in advance, can be a good fallback - but even with careful planning, slide layouts and embedded videos can sometimes get mangled in transition (fonts are a common culprit!) so make sure you have plenty of time beforehand to click through all of your slides and check it's worked.

An absolute fallback would be a version of your slides exported as images, so you know everything will be in the right place - there's nothing worse than having to apologise to the audience live that there's some text missing or the slide doesn't look how it's supposed to. (PDF is also an option, but I've even seen PDFs go wrong when transferred between machines!)

In both of our experience, using your own device is more reliably consistent (you know your content will work/run), as long as you're prepared to wrestle with connecting it.

Regardless of your setup/plans, it's always worth getting there at least half an hour early (and establishing this with the event organiser beforehand, so they don't leave you waiting in the staff room until 5 minutes before you're due to start!) to check things work, familiarise yourself with the space and set up any demos etc.

Presenter View and extended desktop

As mentioned earlier, using an extended desktop allows you to have better control over the resolutions on your own screen and the projector. This does mean that you can't easily see what's on the projected screen without twisting your head to look at it, but in practice, if you're using Powerpoint or Keynote (or equivalent) you can use 'Presenter view'. This will show the slide cleanly on the projector screen and show a smaller version, with notes, a glimpse of what's coming next, and a clock, on your laptop screen. This is a good thing. Use it. Get used to it. You can even write on the slides on presenter view (using touchscreen or graphics tablet) and the text will appear on the main view.

The main snag of an extended desktop is that you can't see exactly what the audience is seeing, so using programmes other than presentation software (powerpoint/keynote etc) is hard and involves neck twisting etc. You also might miss a problem with what the audience can see but you can't (e.g. a popup warning on the second screen). The only way out of this problem is to utilise a second 'comfort' monitor, which duplicates what's on the main projector screen. Ben uses this arrangement, but does admit that it adds an uncomfortable extra setup step.

In general, using an extended desktop is an excellent habit to give a cleaner presentation, and avoid unwanted exposure of your own laptop screen (and your embarrassingly cluttered desktop background, or personal emails).

Rules of Thumb

• < 30 people - a classroom - you are not likely to need amplification
• 30 - 100 people - large room/small hall - you may need amplification, depending on the acoustics of the room and your ability to project your voice
• > 100 people - large hall, theatre, stage etc - you will almost certainly need amplification to be heard easily by everyone, and particularly if you need to talk 'over' them at any point (e.g. ending an audience discussion)
• Amplification may be needed for OTHER reasons - e.g. hearing aid loops or recording purposes.

Using a handheld microphone

• You need to keep a consistent distance from your face (squeeze your arm to your side if that helps), close to but not touching your mouth. Each mic is different, but don't expect it to work if you hold it politely in front of your belly.
• If it's a wired mic then be careful of the cable if you move around.
• If it's a wireless mic then be careful of dead spots where the signal fails if you move around.
• Plan ahead if you need to use both hands for a demo (a mic stand, or a clip-on mic may help)

Using a clip-on (lapel or 'lavalier') or headset mic

• You'll have the mic itself (on a headset, or a clip) connected by wire to a transmitter pack (with a battery and switches etc).
• Don't dangle it by the cable or the venue will likely become angry with you trashing their kit (try to keep hold of the transmitter pack while fitting it).
• Depending on your clothing you might find it helpful to clip the mic, then drop the transmitter pack down your shirt and collect at your belt region (don't drop it on the floor!). You can then clip the pack to your belt, or place it in a pocket, or otherwise secrete it somewhere out of the way. Dresses can be annoying for this. Pockets help.

With either type of mic you should find out who controls the volume and the on/off switch. If it's done from an audio desk, make sure you know who to wave at when you need it turned on/off. If it's you who controls it, make sure you know which switch does what, and test them out.