Visual Aids

If practicable, arrange to see the room where the presentation will be made. Check that it has the necessary power sockets and other facilities. Can the lighting be adjusted? If you have to draw curtains and close blinds, will there still be enough light to allow people to write? Is a screen available or will you have to supply one? If you propose to use a portable screen, can it go in a place that is convenient both for the client and for yourselves? Confirm these matters with the client: don't just assume that everything you need will be in place. In any event, it would be prudent to bring your own projection equipment (hired for the occasion if necessary), fallback material (in case of a total power failure) and an emergency kit of cables, plugs, lamps, batteries, tools and other spares, since you cannot afford to have the presentation go wrong for lack of planning.

Many clients will expect bidders to deliver a PowerPoint or digital video presentation, using a laptop and a portable, lightweight projector: they may regard anything less - for example, OHP acetates or slides - as lacking the professional touch. Whatever form of technology you use, the logistics of the presentation have to be coordinated precisely, so that things happen in the right order - another reason why it is imperative to have a full rehearsal.