Julia Smith
Julia Smith, CEM, is senior vice president, national sales at GES (http://www.ges.com/US/home), where she has been collaborating with exhibition clients for more than 23 years.
Presentation Tips: Four Ways to Excel
July 21, 2012
Whether you participate in presentations on a regular basis, like I do, or only occasionally (and under extreme duress or threat of torture), there are basic preparation steps you can take to make the experience more successful for you and your team. I can’t share all of my secrets, but here are a few:
1. Have an equipment “kit” and/or checklist. My laptop bag always contains the following:
*Flash drives or an external hard drive (have your presentation copied onto one, in case you have to make a last-minute equipment change).
*A remote to advance slides (mine also has a laser pointer). This eliminates the need for presenters to be tied to a laptop (or the need for a “driver” who has to guess when to go to the next slide). Don’t forget to check the batteries!
*Small speakers. They are so affordable now, and the many “mini” options are easily transportable. If you are going to hyperlink to any videos, or go on-line to show anything with audio, you will want to have speakers to supplement your laptop output.
*Business cards and a name badge. You’d be surprised how many people forget these basics.
2. Always have a backup plan. Things happen – LCD projectors malfunction; people get sick or miss planes; and your audience (internal or external) can behave unpredictably. Be prepared to react calmly and with a sense of humor if things don’t go according to plan.
3. Rehearse. I don’t mean memorize – the key is to know the material so that you can deliver it convincingly and conversationally. And don’t forget to review the introduction, the transitions and the closing. Practice the hand-off from one presenter to the next, including the physical passing of the remote or change of positions in the room. Make sure at least one member of your team can speak to all of the material in case someone doesn’t make it to the presentation (or is struck dumb with stage fright).
4. Appoint a time keeper and a note taker. Establish subtle ways to signal presenters who are running long so that there is time for questions and setting next steps. It is easy to miss signals from your audience while you are concentrating on your presentation, so ask other speakers to make notes when their portion is complete.
Everyone has a story about a presentation gone wrong. I’ve had some funny presenting experiences along the way (well, they are funny now) – meetings booked in too-small rooms; unexpected audience members coming and going during the presentation with no introduction; a client’s projector lying in pieces on the conference table when we entered the room to prep; and an IT tech who nearly knocked himself out trying to back quietly out of the room.
I’ve heard anecdotes about sleeping or hostile audience members, and who hasn’t dealt with distractions from ringing phones, email checkers, and even fire alarms? Presenting, whether it is to your peers or potential clients can be nerve-racking. But it is much easier to keep your composure and humor if you have planned for the unexpected.
Partner Voices
Overview:
The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality.
In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way.
“We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.”
Amenities:
The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.
The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience
The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need.
Gold Key Members
The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events.
OCCC Events:
This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.
The Center’s top five events during their 2022-2023 fiscal year included:
AAU Jr. National Volleyball Championships 2023
200,000 Attendees
$257 Million in Economic Impact
MEGACON 2023
160,000 Attendees
$205 Million in Economic Impact
Open Championship Series 2023
69,500 Attendees
$89 Million in Economic Impact
Sunshine Classic 2023
42,000 Attendees
$54 Million in Economic Impact
Premiere Orlando 2023
42,000 Attendees
$108 Million in Economic Impact
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