Guidelines & FAQs

7 Steps to a Successful DEMO!

At DEMO you will be challenged to demonstrate – in just 6 minutes – the features of your product that deliver on your core value proposition. This time is to be used for a live product demonstration; no presentation software (PowerPoint, Flash, video clips), no canned demos, no company or sales presentations. It's all about the product and showing the audience how it works.

You will only have one chance to make a great impression with the audience. While most presentations go off without a hitch, presentations do sometimes fail. NOTE: There are no second chances at DEMO, regardless of the cause of problems. Have a backup plan, as you will not be given a “do over.”

We strongly recommend you view the DEMO archives and study other demonstrator’s presentations.

To get started on the road to DEMO, follow these steps:

Step 1: Fill out the AV Request Form
Step 2: Write Script using our Standardized Script Template
Step 3: RSVP for scheduled phone call with our Technical Director to review AV form and script
Step 4: Rehearse and MEMORIZE script
Step 5: Test Equipment at office and prepare backup plan
Step 6: Have a SOLID ON SITE REHEARSAL - Come to rehearsals early, prepared, and patient
Step 7: Have a great DEMO!

Frequently Asked Questions (FAQs)

Please read the Frequently Asked Questions (FAQ) for more information and guidance. Feel free to e-mail our Technical Director with additional questions: roblee@evergreencreative.com

SCRIPT: - You are required to use our standardized SCRIPT TEMPLATE
- Format your script – portrait, no columns or tables, AV CUES bold and on their own line
- The AV cues tell our team what you want shown on the video projection screens.
- Do not complicate your script with too many AV cues – simple works well:
    AV CUE: CAMERA on CEO (Write out introductory remarks)
    AV CUE: Switch to PC1 (Write out demo script here)
    AV CUE: CAMERA on CEO (Write out closing remarks)
- Write out your script word for word.
- Time your demo to 5 ½ minutes so you don’t have to worry about the timer.
- Memorize your script – there is no teleprompter. DEADLINE: The first deadline for your script is the AV conference call.
- DEADLINE: The final version of your script is due at the on site rehearsal.; top
COMPUTER EQUIPMENT: - Fill out AV REQUEST FORM online (Please do this as soon as possible.)
- Keep your equipment simple – bring only what is necessary to demo your product.
- A setup that works well for many demonstrators includes: a single laptop, USB mouse, power supply, wireless cell card for network backup, locally stored files on HD for backup, possibly a DVI to VGA adapter depending on the laptop they use.
- As an option, NetworkWorld has provided a stage computer for web-based demos, which will simplify your rehearsal and demo setup. These will have the latest version of Firefox and Internet Explorer along with Flash and Java. You are not allowed to install software on the stage computers. We will allow you to set bookmarks on the stage computer. If you want to use the NetworkWorld computer, you can let us know by filling out the AV Request Form online. If you bring your own laptop, we will connect it to our video projectors using a standard VGA connector (if you have a DVI connector, you must bring your own the DVI-to-VGA adapter). Make sure equipment is “show ready” – test your laptop video port and resolution in the office with an external monitor or video projector. Does your demo look good at 1024 x 768?
- If your demo requires more equipment than just one laptop, describe the equipment in detail using the online AV Request form. We will discuss the setup of your gear on the AV conference call. The technical team needs advanced notice for all equipment you are bringing on stage at DEMO.
- You are required to turn off your screensaver and power saving settings on your laptop.
- REMINDER: You will need separate equipment for the main stage demo and the pavilion.
- WARNING: You may be required to leave your main stage equipment on stage overnight.; top
CELL PHONE DOCUMENT CAMERA (ELMO): - To show a cell phone screen to the audience, demonstrators use the Elmo Visualzier document camera:
- Can you adjust your cell phone’s backlight setting so that it stays on longer?
- We will boost cell service from Verizon and AT&T.
- We can amplify your cell phone’s speaker with a microphone we have at the Elmo. This works with basic alerts and music but NOT VOICE CALLS.
AUDIO: - You will be wearing a wireless lav mic. Filling out the AV Request form lets us know how many mics you will need.
- We can connect laptop audio via the standard headphone jack of your computer to our PA.
- Telephony, video conferencing, VoIP demos can have problems with PA system and will require a detailed discussion with our Technical Director.
- If your demo involves a telephone call or videoconference, the remote person must be outside of our ballroom to avoid feedback with our PA.
- Audio elements of your demo will be discussed on the AV phone call.
VIDEO PROJECTORS: - The DEMO stage will have two rear projection video screens at 1400 x 1050 resolution (4x3 aspect ratio.)
- We recommend changing your laptop resolution to 1024 x 768 for webcast and screen legibility.
- Our video screens are not widescreen format (your laptop might be).
- We cannot split screens – the two projection screens always show the same broadcast.
- Picture-in-Picture is the only way to show two sources at the same time.
- Picture-in-Picture has some drawbacks and requires additional rehearsal time.
- We generally discourage the use of Picture-in-Picture (PIP).
- The projection screen broadcast is recorded for the webcast.; top
NETWORK / INTERNET: - The stage network connection is 6mb (confirm speed) Ethernet hard-wired connection.
- DEMO will provide a network router and Cat-5 cable to connect your laptop to the net.
- No network ports are blocked.
- We recommend installation all security updates and patches.; top
BACKUP PLANS: - Have a backup plan in case of equipment or network failure.
- Be prepared to talk through your demo with no equipment.
- Can you store files locally or have an Apache Server on the laptop as a backup?
- Screen shots are allowed as a backup plan.; top
STAGE LAYOUT: - See stage rendering and seating diagram

- Demonstrators will see a large digital countdown timer as they look towards the audience.
- The stage has two large rear-projection screens off to the right and left of the stage. The screens are not easily visible to the demonstrator on stage. There are floor monitors in the audience that the demonstrator will look at to see the live broadcast.
- Laser pointers will not work with the screen angles. Some demonstrators will use a larger mouse icon as a more visible pointer.
- DEMO has two cameras with operators. Most scripts begin with an AV CUE: Cam 1 on Presenter.
- Entrances and exits are made from backstage right via the green room.
- The center stage is an open area approximately 12’ wide.
- There are 4 demo counters that the demonstrators stand behind to run their equipment. The demo counters are shared space and you will have other demonstrator equipment near yours. There is no lectern other than the demo counters.
- All demo equipment will be preset on the counters prior to the session starting.
- Demo counter space is very limited and we recommend keeping your equipment minimal.
- One person speaking center stage while another “drives” the laptop at the demo counter works well.
- No additional equipment is allowed on stage after the AV phone call.; top
REHEARSALS – HOME OFFICE: - Rehearse your script by speaking it out loud and timing yourself.
- Make sure you practice your script with a live audience who can give you feedback.
- Practice the transitions between AV cues – will our team be able to follow you?
- Build in verbal cues to help transitions “Let’s switch to the laptop for the demo now…”
- Practice your demo with the same equipment that you are bringing on site.
- Turn off your screen saver and power saving settings.
- Your laptop could be on stage for several hours prior to your demo. Do you have a logout timeout setting that could affect your demo? Can you make the timeout setting longer for DEMO?
- Test your laptop video (resolution changed to 1024 x 768) with a video projector.
- Untested equipment often snags unprepared demonstrators at the on site rehearsals.
- Do your homework prior to traveling to DEMO – watch video archives
- MEMORIZE your script and AV cues.; top
REHEARSALS – ON SITE: - Mandatory dress rehearsals are scheduled throughout 1 day based on show flow.
- Be careful booking travel. Or plan to fly in before the 1st day of rehearsals.
- You will get only ONE dress rehearsal with the full AV team.
- Report to the ballroom 1 hour prior to the rehearsal start.
- Report to the ballroom 2 hours early if you have a complex demo.
- Bring 3 printed copies of your final script to rehearsal. The script is required to be in our template with AV cues.
- Bring all equipment, including power supplies.
- Early check in will allow us to set up and test your equipment while other rehearsals are running. We will also review your script and make sure we understand all of your AV cues.
Have your demo memorized – there are no teleprompters.
- If you ad-lib or get off script you force our team to “wing it” and increase the chance for error.
If we hit a snag with your demo or possibly someone else’s demo at rehearsals, we will ask you to patiently wait for us to resolve the issue. Rehearsals ensure a smooth show and sometimes require some extra time to get things right.
- Plan to spend a half a day in the ballroom for rehearsals. We try our best to stay on schedule however with the multitude of cutting-edge technology and presentations, there are elements out of our control. We apologize in advance if we get off schedule at rehearsals. You can help us stay on schedule by coming to the dress rehearsals prepared.
- If a demonstrator is unprepared for rehearsal (script problems, technical difficulties, travel delays) the technical team reserves the right to skip the rehearsal. Rehearsals may be re-scheduled, altered to system/tech check, or canceled at the discretion of the DEMO technical team.; top
SHOW FLOW: All equipment is preset on stage before the session starts and you may be required to leave your equipment on stage over night.
1) Moderator briefly introduces next demonstrator
2) Company logo is displayed on big screens
3) Moderator exits, next demonstrators enter stage from backstage right with music
4) Demonstrators gets to position, begin speech, 1st AV cue, clock starts
5) During the demo, the DEMO crew is following your script and AV cues
6) At end of demo, equipment is left on stage and presenters exit back stage
7) DEMO logo is displayed on the big screens as moderator comes back to intro the next demo
On-stage equipment is picked up immediately after the session ends. If a demonstrator goes over 6 minutes, they will be disqualified from winning DEMOgod award. After 6 minutes your microphone could be shut off.; top
GETTING HELP: You will receive an e-mail invitation for a technical phone call to discuss your demo and review your AV Request form and script. Please RSVP via e-mail to the technical phone call invite.

For technical assistance regarding your demo, please contact our Technical Director Rob Lee at roblee@evergreencreative.com.; top