Murphy's Law states: "Anything that can go wrong will go wrong." This is especially true and especially painful when there is an audience involved.
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 This list is in no particular order and is completely objective. I hope you enjoy this little retrospective jaunt as much as I have.
August 29th — Four Ways Presentation Mishaps Are Like Zombies…
2) If you allow yourself to slip into panic mode, the zombie/mishap will either eat you brains or infect you and turn you into a mindless, snarling, death-dealing horror. Stay calm.
September 13th — Presentation Disasters A to Z: A is for Anger
Given a choice between working with someone likely to curl up into a quivering fetal ball when things are going wrong and working with someone prone to venting their anger in the same situation, I think I would go with the fetal ball rather than the venter. A fetal ball can be guided to a quiet corner somewhere to whimper quietly while everyone else sorts things out.
March 11th — Clutch Hitting
Can you think of a better description of the kind of person you want to be working a meeting with you? You know the moments we’re talking about here. Lamps burn out, speakers freaking out, cable getting kick loose, file corrupt, etc.
June 28th — Promiscuous Sticks
Last weekend, veteran AV pro Rick Pillars, a frequent contributor to BML and owner of It’s a Rap Productions, started a Facebook post with these dreadful words: “So, a bad thing happened yesterday. I plugged my USB drive into the show computer.”
March 12th — Overheard on Twitter: How do you forget to put the parrot on the checklist?
@GraemeLfx just remembered I’ve forgotten the parrot for my presentation. Disaster ~wardsteve (Steven Ward)
 In a recent blog post, Pat Ahaesy used three scenarios to illustrate the idea that a lot of production disasters can be avoided through good communication.
Things that sound so simple, but done on the fly due to poor communication can be costly. Things that sound so simple, and done without communicating in advance to your producer can either not happen as you envision or not happen at all
Some examples of “simple” that could be a disaster, but can be avoided with good communication:
- Planner wants stage set for 4 person panel with all panelists center stage on high stools and moderator at a lectern, stage right. During chats with another planner, the decision is for the panelists to be seated on two couches on a diagonal. They will omit the lectern and have moderator seated on a chair. The lighting designer and your producer haven’t been told of this change. Of course, the different seating needs to be sourced quickly and the lighting designer has to re-focus his lighting. Much stress and potential errors could occur.
I think we’d all agree completely that good, early communication is crucial to avoid disaster. Why it’s so difficult?
Ahaesy attributes it to budget concerns:
Sometimes management and/or procurement feel that contracting production early in the planning stages can cost more money.
I’m not sure that there’s really that much thought being put into. My guess is that a profound lack of communication is often caused by what I like to think of as the Magic Button Assumption. Professionals that inhabit one area of expertise often assume professionals that inhabit another have a magic button that allows them to make anything that needs to happen happen with no fuss, no muss and no preparation or planning. The funny part is that any they would find any suggestion that they possess a magic button of their own too ridiculous for words.
The reasons a client might be making this assumption are many and it might be interesting to talk about them in future posts. The most obvious is that clients often don’t really understand what it is we do and how the tools we use work.
The more I think about it the more it seems that this phenomenon needs to be part The Principles. It also needs to be explored through the discussion of real life examples. I’ll be tracking some down from my own experience and I would really appreciate it of you would be willing to share your own stories. Feel free to put them in a comment to this post or let me know if you would like to do a guest post.
Or maybe it’s so mundane and ubiquitous it’s not worth discussing at all. One way or the other please weigh in and let us know what you think.
 All the recent hubbub surrounding the possible demise of the Delicious social bookmarking service inspired me to get serious and consolidate/organize several years worth of bookmarks scattered across all over the place. The biggest payoff is that I’m discovering a bunch of stuff I never got around to posting. Here’s an oldie but a goody that illustrates an interesting way to deal with a no-show speaker or any other sudden, unexpected lack of content.
The room was already filling up, and the other session slotted that morning wasn’t nearly as popular – virtually everyone was attending that session. The speaker wasn’t going to be able to give the presentation – no problem, I thought, and I told Jennifer to go and get the slides from the sick speaker, and I would volunteer to give the presentation. Now at this time I was still strictly a Notes client developer, and I had done very little Domino development at all. Jennifer contacted the speaker to get the slides, and that’s when the hammer fell – he didn’t have a slide deck for the presentation. Nothing.
Oh crap.
You can read the whole story here.
 Backstage at BackstageJobs.com has been focusing on a hot topic recently…
Twenty-two years, multiple theatre fires: Fire 1
…so far in my career, I have been present at several theatre fires, and even extinguished one of them. This series will discuss each fire, and what was done wrong, or right.
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Staff were still waiting on the fire department when the show was scheduled to start. No alarm was pulled when the fire was discovered. A member of the staff went onstage to make an announcement, but at first only said that the show was holding due to technical difficulties. However, at this moment, the sirens of the fire trucks could be heard as they pulled up. The staff member then said that they did have a small fire in the bathroom, but the fire department was taking care of it.
Don’t depend on your patrons or ushers to know what to do during a fire alarm
The Dodge Theatre (now the Comerica Theatre) in Phoenix, AZ had its fire alarm activated in July of 2008. What should have resulted was a full evacuation of patrons from the building. Instead, few patrons exited, none were told to evacuate, and those that exited were asked to return, with the alarms still going off.
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It doesn’t matter if you think it is a false alarm, and it doesn’t matter if it is a false alarm: get those people out the door (heck, use it as an opportunity to test your evacuation procedures). Don’t assume they will move on their own. As this video clearly shows (and I have personally witnessed on another occasion) a mass of people will hesitate and wait for specific instructions, especially if no threat is visible. In this case, theatre staff failed to protect their audience.
I really like the idea of thinking of a false alarm as a chance to test evacuation procedures rather than just a inconvenient waste of time. If you’re not in your own home venue, make a point of knowing where everyone needs to go in case the alarm goes off. Especially if it’s likely that you’ll be at the mic or otherwise in a position to get people moving in the right direction.
Make A Living Writing — Things I Learned During Webinar Fail
Going with a new platform is risky. Anne and I really wanted to start with a free platform because we didn’t know how many tickets we’d sell. But Freebinar had a fatal flaw — it just happened to have a massive dial-in phone line failure at the time of our Webinar. None of us could get on the call. They fixed it right after we finished. So…that didn’t help, and caused about a 12-minute start delay while we tried to figure out a solution.
No matter how many things you nail down, there’ll be one thing you don’t. Years ago, an engineer told me happiness is redundant systems. I took many precations — I had Comcast out to doublecheck my connection the day before. I used a hard-wired mouse instead of my usual battery-powered wireless one. But we still neglected to do one thing that might have saved us — we could have gotten Anne another Freebinar account, with another phone number. That would have given us another shot at staying live.
Backstage at BackstageJobs —Don’t surprise your crew
Honestly, what reason could anyone have for not telling the the crew about these things in advance? What good does it do to hold onto this information? Assuming they “can just do it†falls along the lines of “theatre is magic.â€Â Theatre is magical: to experience. But we’re not using magic to create it, we’re using plans, schedules, computers, gravity, acoustics, and timed choreography (yes, backstage). Throwing a sudden change into this can be a problem, but throwing a planned change at us suddenly makes us mad. Why? Because if we had known about it, we could have done it better.
 Bonjour Events — Preparing your Speakers for the Stage
One conference I was producing was set to start in three hours when I got a call from the car service that the company president, our second speaker on the printed agenda, was no where to be found at the airport. I called his cell to hear, “Oh yeah, I’m catching a ride on a friend’s jet. Oh and I invited Jeff to join me. “ Ah, yes Jeff, our third speaker. I say, “You know you’re on at 1pm?â€Â “Yes, we’re taking off in a few minutes, it’s a fast plane.”
A Collection of Nonsense (Tim Washer) — When PowerPoint Attacks: 6 survival tips
If you forced me to rank the places where I would most prefer not to look like an idiot, the Harvard Kennedy School would come in fourth.  Or maybe sixth. Some of history’s most eminent figures have spoken there, like Jack Donaghy. But even after a successful tech-check before the presentation, things can go terribly wrong. Especially if you’ve embedded videos into a powerpoint presentation. I was attempting to show two commercials, but another video popped up, and what’s worse, the audio was out of synch with the video. But here’s what I’ve learned…
Communications from DMN — When a (presentation) disaster strikes
I went blank.
Stage fright. Freezing up. A very pregnant pause. None of those terms really sum up what happened to me during that talk. I went all tabula. As in rasa. It wasn’t pleasant, for me or for my audience.
 associationTECH — Tech the Mic…Tech 1…Tech 2…Tech Tech Tech
It seems absurd the amount of preparation that goes into a session only to have the session falter at the end because of an AV situation that could easily have been avoided. A great example is a session I went to about using video for associations. Great information and examples were shared there, but the first presenter kept struggling with a slow connection whenever she wanted to play a video. The first couple of times I felt sorry for her, but after that I grew annoyed. Why didn’t she have a backup plan for something as finicky as video? Why didn’t she have some videos stored directly on her laptop, so she didn’t have to rely on the internet? Had she checked her connection and the buffering time before the presentation?
Life in the Corporate Theater — Let the Games Begin (Dispatch from Moscow)
We immediately decided to have the AV Vendor show us all of the equipment so that we wouldn’t have any surprises as 7:00 pm.
To start off, we requested a 16 channel mixer, with a minimum of 10 XLR inputs. They provided a 12 channel mixer with 8 XLR Inputs. We requested a minimum of 4 channels of graphic equalizers, and they provided 1 channel. We asked about the wireless microphones, and fortunately, the 5 microphones we requested were there, all thrown kinda loosely in a case. They informed us that they had “Madonna” mics and we asked if they had regular Lavalier mics. They said they did, but that the “Madonna” mics worked much better. We told them that we understood that, but that the presenters would never wear a Madonna style headset mic. It turns out that the Lav mics are omni directional, and I am going to have to struggle against feed back for sure.
Next they showed us the video switcher, and while it was a lot closer to being right than the DJ Mixer that they gave us in St Petersburg, it was only a two channel input switcher and we need four channels.
We asked about cables for everything and while they may have brought enough for what they thought we would need, it was clear that they underestimated what we really needed and we had to make a quick inventory on paper of what we wanted.
ReadyTalk — Conference Blunder Contest (The blunder with the most votes winds two round trip airline tickets)
We had just released our the 3.0 version of our product and had a showcase webinar. It was our largest webinar ever with 1023 people on the line. After telling everyone we would begin in just a couple minutes our CTO left his office for some water and locked himself out. He tried looking for a key and attempted to jimmy the door open, but no good. So in his best Starsky and Hutch impersonation he body slammed the door to break it down. We moved to bigger offices a month ago and that door cost us $800 to replace!
 Of all the possible responses to an emergent presentation disaster, I think it’s safe to say anger is the most foolish. Yeah, I know, this isn’t a particularly fresh observation —
Do not be eager in your heart to be angry, For anger resides in the bosom of fools. (Ecclesiastes 7:9)
— but it does bear repeating.
Given a choice between working with someone likely to curl up into a quivering fetal ball when things are going wrong and working with someone prone to venting their anger in the same situation, I think I would go with the fetal ball rather than the venter. A fetal ball can be guided to a quiet corner somewhere to whimper quietly while everyone else sorts things out. The anger of your basic hothead tends to spread and escalate in a reflexive feedback loop that has the potential to drag most of your team into dealing with the emotion (including fight and flight responses) rather than working the problem.
The way to deal with feedback loops is to, wait for it, break the loop. Reduce the amplification by responding quietly to the hothead’s outburst (see “The Valium Bubble“). Absorb, don’t reflect. Sometimes the simplest way to deal with audio feedback is to turn the speakers slightly away from the microphone. Sometimes you just need to simply turn away from someones anger in order and avoid sending it right back.
At least until the crisis has passed.
(Disclaimer: This post should not be read as criticism of a tightly controlled tactical anger used on rare occasions to guide and inspire team performance. I am taking to task the uncontrolled, unthinking anger generated by anxiety arising from unexpected, negative events that could lead to a presentation’s failure.)
One last thought (it’s not my thought, but I can’t remember where I heard this): All anger is actually fear, and all fear is fear of loss. Figuring out, in the most specific way possible, what the angry person is afraid of losing can often put you in a great position to alleviate the fear and to perhaps find the leverage necessary to dial down the anger.
Steve LaRose — Heading to Moscow
The Russian AV Vendor hasn’t given us any level of confidence as of yet, so we all board our planes today with a bit of a feeling of impending doom.
Michael Wade — A Presentations Lesson Reaffirmed
Each participant was to receive a workbook containing some exercises. I had carefully proof-read the material. The person at the training broker had proofed it. The material was then sent off to a print shop. It was at that point when things became interesting.
Despite the pdf format, quite a few pages had been messed up in the electronic transmission. As a result, I learned a couple of hours before the presentation that the workbooks had flaws.
Many flaws.
Lisa Braithwaite — Five things speakers can learn from event planners
4. Be flexible.
“Stuff” happens. Event planners are experts at working around setbacks and figuring out solutions when things don’t go as planned. They don’t panic, they just get busy.
As a speaker, if you have not yet experienced one of these setbacks, it’s only a matter of time before you do. Your technology will fail. Your room will be next to a loud construction site. The speaker before you will go long and your presentation will be cut by fifteen minutes. The trick is to keep going. Sometimes your audience will know there’s a problem, but most of the time, you will be the only one. Keep it to yourself, fix it as quickly and quietly as possible, and move on.
At some point, after all the planning and preparation, you have to let go and accept that whatever happens, happens!
Tod Maffin — Ten Things I Wish I Knew When I Started as a Professional Speaker
Backup, Backup, Backup!
This goes without saying, but it surprises me how few speakers have redundant backups. Just last month, I was keynoting a conference and had to go on stage early because the presenter before me couldn’t boot her computer and she had no accessible backup.
Here are the backup methods I use and recommend:
- Turn on auto-backups in your presentation software, that way you always have two copies of your slides; in case your computer crashes while saving it, you’ll always have the most recent uncorrupted version.
- Sign up to Backblaze — it’ll back up everything on your hard disk automatically without you prompting it. It’s only $5 a month. Backblaze is the only system like this I found which can restore a Mac file to a PC and vice versa, if that’s important to you.
- Before leaving, upload the slides to Dropbox.com or something similar.
- Finally, if you’re on a Mac, tell Keynote to also save an additional copy as a PowerPoint presentation and upload that to Dropbox.com too.
But backups aren’t just for files — I carry my own backup wireless mic, fresh batteries, and a separate cheap GSM cell phone, so that in the event mine craps out I just have to pop my SIM card into the new phone and I’m back in business again.
 Ellen Finkelstein — Outstanding Presentations Workshop
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Phil Presents — Presentation Pitfalls #7: Slide synch (or lack of)
While the speaker was fiddling with his envelope, someone else advanced the slides too quickly, and revealed the winner’s name to all but the speaker before the envelope had even been opened. Doh! Not only did this make the speaker look silly, it made everyone think less of the organization of the event, both for the Powerpoint slip-up and for even using ceremonial envelopes when the winners were already on the slides.
Webinar Crusher — What If I Screw Up A Live Webinar And How Do I Recover?
If you think that your first webinar is going to run perfectly, you’re wrong. If you think that your first 20 webinars are going to run without any problems, you’re also wrong. Things are going to happen. Maybe your Internet connection will die or Go To Webinar will not display your screen correctly. Maybe your PowerPoint won’t show up or you will lose your PowerPoint. You might be all ready to demonstrate a site for your viewers only to find out that the site is down for maintenance.
Instead of crossing your fingers, hoping nothing will ever go wrong, no, that things will go wrong. When these things do go wrong, what do you do? Always have some kind of a backup plan.
No Sweat Presentations! — When You Speak, Don’t Jingle or Deliver Other Distractions!
Other personal distractions could have to do with your appearance
- A stained shirt or jacket
- Food on your face or in your teeth (I’m not kidding.)
- Too flashy jewelry that sparkles too much.
- Outrageous clothing that ’sends its own message’
There are some preventative measures that can be taken to avoid delivering distractions.
- Empty your pockets before speaking. No coins or keys = No Jingle!
- Have a friend in the audience quietly ’signal’ you if you start swaying or rocking.
- Put a Post Note on the lectern or on top of your notes or mind map with a reminder
- Get a good night’s sleep the night before a presentation.
- Practice – Practice – Practice
- In front of a mirror.
- In front of friends and family.
- In front of a camera.
- Look in a full length mirror before coming to the lectern.
- Check:
- Clothing – zippers, buttons, for lint & hair
- Self – hair, face
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