Roles and run sheet
Create a simple run sheet and assign roles (host, tech support, timekeeper, photographer, front of house). A clear plan keeps everything smooth. Don't forget including bump in/out.
Location and set up
Do a walk through ahead of time. Plan signage, registration desk, seating, presenter position, and accessibility needs. For online events, schedule a tech rehearsal (camera, mic, screen share, lighting, background, quiet room, stable internet).
Capturing your event
Photos are useful for social media, reports, and future promotion. If appropriate for the topic, assign someone to take a few high quality shots (a modern phone is fine).
If you have the capability and equipement, capturing video can be useful for social media.
Consent for photos and video (important)
If you plan to take photos or record, inform people upfront (e.g., on the registration page and at the door) and offer an easy way to opt out (e.g., different lanyard colour or a no photo sticker). Be extra cautious with sensitive topics.
Presentation tips
Keep it practical and audience led.
- Avoid heavy legal jargon; connect to everyday needs.
- Practice with a timer and stick to your slot.
- Minimise distractions (no jangly jewellery; clear sightlines and sound).
- Keep slides visual. Use fewer words, larger text.
- Consider using the Victorian Law Week PowerPoint template to keep branding consistent.
Looking for design and presentation ideas?
Check out these quick tips from our design expert, James. Learn how considering your visuals design can help you deliver your message effectively.
The day of your event checks
Morning of
- In person: tech check, signage, roles brief, set out feedback tools (forms, pens, QR codes).
- Online: presenters log in early, test screen share/camera/mic, check recording settings, and ensure a quiet, well lit space.
Event begins
- In person: welcome, check in, direct people to seats, set expectations.
- Online: housekeeping (QandA, chat, recording), then hand to speakers.
Event concludes
- Collect feedback and attendance numbers.
- Share photos or key points on social media, and send any promised resources or recordings to registrants (including those who couldn’t attend).