Just as Prior Preparation Prevents Poor Performance in the delivery of speeches, the five ‘Ps’ also ensure that the conference in which the presentation is to be delivered is well organised.

The following notes and suggestions on presentation techniques have been prepared after the author attended two recent national conferences. The lessons learned are the result of the poor performance of the organisers and some of the presenters. 

THE CONFERENCE

1. The venue is important. Ensure a venue is chosen where people in the audience can see the screen from all seats.
2. Ensure lighting in the venue is appropriate. Know where the lighting switches are if the speaker wishes to dim the lights for a video.
3. Ensure the technology in the venue is appropriate:
   1. The computer screen is large enough for the presenter to read.
   2. The speakers are informed of the technology control before the presentation (e.g. start the presentation, forward and reverse control, control of the pointer).
   3. A technology ‘expert’ is readily available to fix problems.
4. Ensure that the main microphone and the roving microphones work and that the speakers know how to use them.
5. Ensure that the speaker’s area is safe (e.g. leads, etc are not a trip hazard).

THE CONFERENCE CHAIR

1. The conference program is developed to ensure that all speakers have the opportunity to speak and effectively deliver their message and that all sections of the conference are covered. It is the responsibility of the conference chair primarily, and the paper presenters secondly, to run on time.  TIMING IS CRITICAL.
2. Ensure the presenters are aware of timing signals (e.g. a bell five minutes before the end and two bells when time has finished).
3. Insist that the speakers use roving microphones if available. 
4. Be ready to handle difficult speakers.
5. Question time is usually the most important part of the program but presentations are often allowed to run into question time.  RUN THE CONFERENCE TO THE PROGRAM. 

THE SPEAKER

1. As indicated above, timing is critical. The speaker should only run to the time allocated.
2. Pace your presentation and use vocal variety effectively. Project your voice to the rear of the venue.
3. Do not do things with your hands that may divert the attention of the audience from your presentation (e.g. hands in pockets, fiddling with things in your pockets, fiddling with glasses, pens, etc).
4. Use hand gestures if this aids in the delivery of your presentation.
5. Use the microphone if one is available, and speak into the microphone.  Ask if people at the back of the venue can hear you.
6. Face the audience, not the screen. It is preferable that you do not read out the print on the slides (THE AUDIENCE CAN READ). If you have to use the presentation as a guide, use the computer in front of you.
7. If possible balance the use of gender in the presentation (use she’s and he’s, ‘father dropping off a child at day-care’, etc).

THE PRESENTATION

1. The presentation should cover the important points of the topic, particularly if a handout is available for the audience to read in their own time. Sometimes training programs may need more content but it is better to include the details in a separate handout if possible.
2. Slides:
   1. Need to be decipherable from all parts of the venue:
      1. Not too busy
      2. Print is legible
      3. Diagrams are large enough
      4. Graphs are readable
   2. Should not be too numerous. The ideal number of slides varies but a general rule is a slide for each 30 – 60 seconds 
   3. Be wary of setting the timer on your presentation (in PowerPoint or Keynote). It can get you in a mess unless the presentation is well rehearsed.

The audience members are investing their time and money to attend the conference. It is up to the conference chair and speakers to ensure that the conference is well organised and run on time. To effectively deliver a presentation, I highly recommend joining a Toastmasters club where you will develop your presentation skills.

~ Barry Finlay is a member of Alpha Toastmasters Club