Making audio work in presentations
February 25, 2019 8:22 AM Subscribe
Is there a reliable way to make sure the videos I want to play as part of my presentations will work with sound, when the places I present vary in their presenting equipment and their ability to troubleshoot the equipment?
I am often asked to give presentations at staff meetings, community education events, academic conferences, etc. I always use Powerpoint. Because it's hard to be sure what equipment they'll have and what will be working, even when I ask ahead, I bring the slides on a jump drive, email them to myself, and bring my laptop with a dongle to hook up to their system. This generally covers me in most situations, and I'm pretty tech savvy, but it's still not uncommon to have an on-site staff person scrambling to troubleshoot. I'd like to start using a video when I present, and I anticipate that playing it with sound will be an issue. Is there a way that I can be reasonably sure that this will work? I'm not even sure if it's reasonable to assume that places with a projector will have speakers- is there a way that I could reliably use speakers that I bring myself?
I am often asked to give presentations at staff meetings, community education events, academic conferences, etc. I always use Powerpoint. Because it's hard to be sure what equipment they'll have and what will be working, even when I ask ahead, I bring the slides on a jump drive, email them to myself, and bring my laptop with a dongle to hook up to their system. This generally covers me in most situations, and I'm pretty tech savvy, but it's still not uncommon to have an on-site staff person scrambling to troubleshoot. I'd like to start using a video when I present, and I anticipate that playing it with sound will be an issue. Is there a way that I can be reasonably sure that this will work? I'm not even sure if it's reasonable to assume that places with a projector will have speakers- is there a way that I could reliably use speakers that I bring myself?
Response by poster: Just to be clear- the video I have now has subtitles. So worst case scenario, we could watch it without sound. But I would prefer to include sound if possible.
posted by quiet coyote at 8:49 AM on February 25, 2019
posted by quiet coyote at 8:49 AM on February 25, 2019
This is the story of my life! I defaulted to not using video but it would be simple enough to just bring strong battery powered speakers that plug directly into the audio port on your laptop (or use bluetooth) and then also use subtitles with the video. Most setups should have an audio cable that plugs in to whatever the sound system is, but sometimes all they have is a microphone and a speaker for that (and no one who can reliably adjust it). Unless you're speaking in large auditoriums, portable speakers should be able to reach a small audience.
posted by jessamyn at 9:06 AM on February 25, 2019
posted by jessamyn at 9:06 AM on February 25, 2019
I organise academic conferences. The venue i generally use has standard equipment incl a PA system and a technician.
Still it can be difficult to make sure the speaker can show video, as many refuse to let me have it in advance for testing. I think the best way you can ensure it can be shown is to let the organiser have it in advance and test it. Eg like at least one day in advance so in case it doesn't work there is still time. From my point of view there is nothing worse than troubleshooting with the knowledge that I have only 10 minutes or else.
posted by 15L06 at 9:10 AM on February 25, 2019
Still it can be difficult to make sure the speaker can show video, as many refuse to let me have it in advance for testing. I think the best way you can ensure it can be shown is to let the organiser have it in advance and test it. Eg like at least one day in advance so in case it doesn't work there is still time. From my point of view there is nothing worse than troubleshooting with the knowledge that I have only 10 minutes or else.
posted by 15L06 at 9:10 AM on February 25, 2019
I wouldn't count on audio. But to maximize your chances.. Does your presentation laptop have an HDMI port? I'd assume so. HDMI carries not only video but also audio. If you're lucky the presentation setup is HDMI and is audio capable. Make sure you know how to tell your computer to send audio out the HDMI, testing it by plugging it into a modern TV. In Windows it shows up as a new sound device and it's a bit fiddly to convince everything to use that instead of the laptop speakers / audio-out port.
posted by Nelson at 9:41 AM on February 25, 2019
posted by Nelson at 9:41 AM on February 25, 2019
IME Bluetooth in a conference setting isn't ideal - I'd default for a powered, wired speaker.
If you can spend some $$$, a Yamaha HS5 speaker with a tote bag would be pretty portable and reliably distinct.
posted by aspersioncast at 3:36 PM on February 25, 2019 [1 favorite]
If you can spend some $$$, a Yamaha HS5 speaker with a tote bag would be pretty portable and reliably distinct.
posted by aspersioncast at 3:36 PM on February 25, 2019 [1 favorite]
If you're lucky the presentation setup is HDMI and is audio capable.
Having worked a number of conferences I would say that's "if you're extremely lucky." I still regularly see VGA-only projectors, for instance. I think OP is trying to figure out what happens when clean modern connections are fiddly or unavailable. HDMI can be both.
The simplest answer is always "analog signal from your soundcard."
I also came back to say the Yamaha speaker I mentioned above isn't necessarily ideal since it doesn't have a protective grille and isn't designed to be portable - I just have good experience with them.
I helped someone set up a Behringer Eurolive 150W the other night and it was a surprisingly useful powered speaker (basically a mini-PA) with a handle, grille, and pretty good sound. My past experience with Behringer was iffy but their QC seems to have gotten a lot better in the last few years.
posted by aspersioncast at 4:58 AM on February 26, 2019 [1 favorite]
Having worked a number of conferences I would say that's "if you're extremely lucky." I still regularly see VGA-only projectors, for instance. I think OP is trying to figure out what happens when clean modern connections are fiddly or unavailable. HDMI can be both.
The simplest answer is always "analog signal from your soundcard."
I also came back to say the Yamaha speaker I mentioned above isn't necessarily ideal since it doesn't have a protective grille and isn't designed to be portable - I just have good experience with them.
I helped someone set up a Behringer Eurolive 150W the other night and it was a surprisingly useful powered speaker (basically a mini-PA) with a handle, grille, and pretty good sound. My past experience with Behringer was iffy but their QC seems to have gotten a lot better in the last few years.
posted by aspersioncast at 4:58 AM on February 26, 2019 [1 favorite]
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if the video can't be understood by reading subtitles, or you refuse to provide subtitles, your presentation will be way less accessible. I say this as a person with unimpaired hearing who has a lot of difficultly processing poor-quality audio.
posted by bagel at 8:45 AM on February 25, 2019