Trick question: When does a presentation begin? When you start speaking to the audience, you say. Actually, it’s the moment you accept an invitation to speak or get the assignment. That’s because that’s when you start preparing. And know this: 90% of how well your presentation goes depends on how well you prepare. Preparation the secret weapon of every successful speaker and business presenter. It gives you confidence, reduces surprises, and sets you up to deliver with clarity and impact. Here’s how to get it right.

Step One: Visualize the Entire Event

Early in my process, I do something a little unusual—I close my eyes and mentally walk through every detail of the presentation. It’s like a mental dress rehearsal. Regardless of the room size, do a thorough site inspection with the meeting planner or appropriate person and then ask:

• Where will I be just before I speak?

• Is there a stage? Are there stairs?

• Is there a lectern? Can it hold my laptop, notes, and water?

• Who’s introducing me? Have I given them a written script?

• What’s the seating like? Can I move around the audience?

• Will the lighting allow me to see my notes?

• What kind of microphone will I use? Do I need a belt and/or jacket for a clip-on? (See Your Microphone Matters)

• Where will my laptop be set? Do I need any cables or adapters?

• Am I familiar with the technology in the room? Is there wi-fi? How do I connect my laptop to the projector? Does the technology accommodate my presentation if it has sound?
• Will any members of the audience be remote? Do I need to email them any handouts?

Visualizing these details helps you uncover anything you’ve overlooked—before it becomes a problem. It also helps you prepare emotionally. It’s simple, but powerful.

Step Two: Know Your Audience

Great presenters prepare for people, not just logistics. To engage your audience, you must understand who they are and what they care about. Do your homework. Ask yourself, the meeting planner, and anyone else who knows the audience:

• Do they know who I am? Am I credible in their eyes?

• What’s their current knowledge or opinion on my topic? What questions will they likely have about the topic?

• How do they see themselves? What do they value?

• Are there any sensitive topics I should avoid?

• What differences are there between audience members (age, gender, title in the company, etc.)? Are there any cultural considerations?

• What’s the biggest problem facing their industry or their department? Where are the opportunities? What’s the future look like?

• How will they be dressed?

⇒ Super Pro Idea: If appropriate, poll your audience in advance with a tool such as Survey Monkey. Use those results to help guide key points in your presentation. And here’s the best part: Show the results of the poll as part of your presentation.

⇒ Bonus Pro Tip: As attendees arrive, take a few minutes to introduce yourself and ask a couple of thoughtful questions. (See Pre-Engage Your Audience.)

Step Three: Make a Checklist (and Actually Use It)

Nothing undermines a strong presentation like forgetting your clicker or arriving with a dead laptop. Avoid last-minute disasters by using a personalized checklist. Here’s a sample:

✅ PowerPoint file and backup
✅ Printed slides (you can make copies if needed)
✅ Remote + extra batteries
✅ Fully charged laptop + power cord
✅ Audio and video adapters
✅ Projector (if not provided)
✅ Throat drops and/or small inconspicuous water bottle (in case you need a quick sip to stop a coughing attack) (See Be Prepared, Don’t Choke!)
✅ Aspirin, antacid, and tissue for those annoying sudden health moments
✅ Speaker notes (digital + hard copy)
✅ Meeting planner contact info (in case you’re running late or have a last-minute emergency)
✅ Venue address loaded on your phone
✅ Pen and notepaper
✅ Business cards
✅ Printed and lamented introduction
✅ Flip chart + markers
✅ Props or visual aids
✅ Feedback/evaluation forms
✅ Handouts / leave-behinds

⇒ Bonus Pro Tip: Arrive early to get set up. Introduce yourself to the meeting planner, IT support, and AVT team. If anything isn’t working, you’ll have time to resolve it.

Final Thought: The Best Don’t Wing It, They Bring It

Great presentations don’t just happen. Great presenters come prepared—logistically and emotionally. So, the next time you accept an invitation to speak, or are assigned a speaking slot at a meeting, remember this: the presentation has already begun.