Podcast Summary

Podcast: Manager Tools
Episode: How To Present At A Conference - A Checklist - Part 1
Date: October 27, 2025
Hosts: Sarah and Mark

Main Theme / Purpose

This episode dives into the bedrock basics of preparing and presenting at a professional conference. Sarah and Mark share a checklist of 17 key considerations designed to help presenters avoid common mistakes, deliver impactful presentations, and boost their opportunities for future speaking engagements. The focus is on actionable advice for both first-time and experienced presenters, with a strong emphasis on professionalism and preparation.

Key Discussion Points & Insights

1. Own Your Topic

• Absolute Mastery Required: Only accept speaking invitations on topics you have deep expertise in. Trying to appease an organizer’s request for something outside your mastery is a recipe for failure.
  • Mark: “Do not under any circumstances speak at a conference where they give you a specific topic... You won't be great unless you're a master of the topic you're to be speaking on before you're even asked to speak on it.” (02:29)
• Saying No Is OK: Even professional speakers regularly turn down requests that aren’t within their wheelhouse.
  • Sarah: “If we won't do it, you oughtn't to do it.” (05:00)
• No Reverse Engineering from Audience to Content: Content must come from your area of expertise, not just the perceived needs of the audience.
  • Mark: “You cannot reverse engineer from the audience to your content.” (03:45)

2. The Importance of Rehearsal

• No Substitute for Practice: Even “natural” presenters need hours of rehearsal to be truly effective.
  • Sarah: “If you're not willing to rehearse, again, say no. Don't present. You won't be as good as you could be had you rehearsed.” (06:20)
  • Mark: “You have to be that ready. In fact, those transition statements are very important.” (07:20)
• Key Technique: Memorize your opening and closing lines, and particularly any transitions between slides.
  • Sarah: “Know your first sentence, memorize your first sentence, make it dramatic, but not over the top. Don't talk about yourself – talk about what the audience is going to learn.” (08:13)
• Recommendation: Join Toastmasters for supportive, practical speaking experiences.
  • Sarah: “We have for years advocated for the use of Toastmasters... You're going to get tons of practice in a very supportive environment.” (09:09)
  • Memorable Moment: The hosts joke about practicing with a cat (“I practiced with a cat for a lot of years and it worked pretty well.”) (09:09)

3. Professional Communication With Organizers

• Be Proactive, Not Reactive: Respond within 24 hours to all organizer requests (bio, slides, travel, headshot). Have up-to-date professional materials at hand before you’re even asked.
  • Mark: “Respond in less than 24 hours. There are plenty of great speakers who don't get asked back because they act as if the process is all about them.” (10:27)
  • Sarah: “Create a folder somewhere that includes your bio and your headshot and your hip pocket presentations… review all of these things for currency and accuracy.” (11:31)
• Reliability Matters: Organizers will choose good, reliable speakers over great but flaky ones.
  • Mark: “We actually had a presenter at this last EM conference that ghosted us for two months... we canceled him because we couldn't be sure he was going to show up.” (12:31)
  • Sarah: “That organizer will probably recommend you to other event organizers, if for no other reason than you're a total professional to work with.” (11:52)
• Check In Early: Let organizers know when you arrive at the hotel, at breakfast, and in the presentation room.
  • Mark: “Make sure they know you're there, even if it's six hours before you're supposed to present – let them know that you're there. They're worried, believe me.” (13:10)

4. Venue Details: Podiums

• Avoid Podiums: Stand in front of your audience; ask for the podium to be removed if possible.
  • Sarah: “We do not recommend if there is going to be a podium that you use that podium.” (14:43)
  • Mark: “If you need a podium to put your notes on, you are not fully prepared and rehearsed.” (15:15)
• Move Among Audience When Possible: If audience size and setup allow (under 100 people), step off the stage and engage directly.
  • Sarah: “The closer you can get to the audience, the more a part of the group you can be, the more interactive, the better your presentation will generally go.” (16:02)

5. Microphones

• Request a Lavalier Mic: For hands-free movement.
  • Mark: “Please use a Lavalier microphone if at all possible… ask them to do so. It may cost a little bit more, but they'll probably be willing to do it for you.” (16:35)
  • Sarah: “If they say everyone’s speaking from the podium ... you may want to consider not speaking at all.” (17:31)
• Handheld Mic as Second Choice: Practice using it if necessary, and prefer non-dominant hand (left hand for right-handed people).
  • Mark: “If you can't get a lav mic, we still recommend you use a handheld mic, but it will affect your ability to gesture.” (19:17)
• Practice With the Actual Equipment: Test how you sound and get comfortable with the limitations.
  • Sarah: “At the recent AM conference… I had to use a handheld. I was just fumbling with it… It’s really not the easiest thing.” (20:18)

6. Timers and Time Management

• Bring Your Own Clock: Don’t depend on the venue to provide a timer. Use an iPad with a dedicated analog clock app (e.g., “Clocks”).
  • Sarah: “Use your iPad, buy a clock app… use the analog clock with a moving second hand because that will keep your iPad’s screen from going to sleep.” (22:10)
• Avoid Relying on PowerPoint’s Timing Feature: Presentations are dynamic, and questions can change your cadence.
• Stay Flexible: Be ready to adjust on the fly if questions or unexpected events (like technical glitches or even earthquakes) happen.
  • Mark: “You have to master your topic through rehearsal so well that you can speed up and you can get through things if… anything could happen.” (25:08)
• Anecdote: Mark describes presenting during an actual earthquake and adapting his session on the fly, even finishing outside under a tree.
  • Mark: “I was presenting on the second floor… and I am looking in their faces… every face in the room shows a look in their eyes that is completely disconnected from me… And then we had to file out of the room… we gathered underneath the tree in the parking lot and I continued to present.” (26:12–27:58)

Notable Quotes & Memorable Moments

• "Do not under any circumstances speak at a conference where they give you a specific topic... You won't be great unless you're a master of the topic." – Sarah (02:29)
• "You cannot reverse engineer from the audience to your content." – Mark (03:45)
• "If we won't do it, you oughtn't to do it." – Sarah (05:00)
• "If you're not willing to rehearse, again, say no. Don't present." – Sarah (06:20)
• "Know your first sentence, memorize your first sentence, make it dramatic, but not over the top. Don't talk about yourself – talk about what the audience is going to learn." – Sarah (08:13)
• "Respond in less than 24 hours. There are plenty of great speakers who don't get asked back because they act as if the process is all about them." – Mark (10:27)
• "If you need a podium to put your notes on, you are not fully prepared and rehearsed." – Mark (15:15)
• "Please use a Lavalier microphone if at all possible." – Mark (16:35)
• "I practiced with a cat for a lot of years and it worked pretty well." – Sarah (09:09)
• "I presented in New Jersey... all of a sudden, as I'm talking... every face in the room shows a look in their eyes that is completely disconnected from me... I thought, what have I done?... And then we had to file out of the room... we gathered underneath the tree in the parking lot and I continued to present..." – Mark (26:12–27:58)

Essential Timestamps

• 00:10 – Framing questions for the episode
• 01:56 – Overview of the 17-item checklist
• 02:29 – Importance of mastering your topic
• 06:20 – Rehearsal as a requirement
• 09:09 – Toastmasters recommendation
• 10:27 – Communication professionalism
• 14:43 – Dangers of using a podium
• 16:35 – Best practices for microphones
• 20:56 – Practical challenges with mic equipment
• 22:10 – Bringing your own clock/timer
• 25:08 – Handling unexpected disruptions
• 26:12–27:58 – Earthquake anecdote

Final Takeaways

This episode lays the groundwork for becoming a professional, reliable, and sought-after conference presenter, emphasizing deep topic mastery, diligent rehearsal, proactive communications, and hands-on mastery of physical/logistical details. The tone is practical, authoritative, and occasionally humorous—a must-listen for anyone aspiring to present effectively at conferences.

Stay tuned for Part 2, where further checklist items and advanced tips will be explored.