Manager Tools: How To Present At A Conference – A Checklist – Part 2

Episode Overview

In this episode, hosts Sarah and Mark continue their practical breakdown of how to successfully present at a conference, focusing on the nitty-gritty details, from slide deck formatting to confidence monitors, that make the difference between a stressful and a seamless presentation. They provide actionable advice and real-world anecdotes emphasizing preparation, professionalism, and respect for both the audience and behind-the-scenes conference staff.

Key Discussion Points & Insights

Slide Deck Preparation and Format

• Confirm Format Requirements

  • Always ask the organizer what slide format and aspect ratio they require (4:3, 16:9, etc.).
    • "Ask the organizer in which format they want your slides. Please pay a particular attention to the aspect ratio they say they'll be using to project the slides." (Mark, 01:00)
  • Do not accept generic reassurances that “any format is fine”—your deck could be modified without your approval.
    • "Do not accept the organizer's statement that you can send it in in whatever form you want, and they are going to make it work." (Sarah, 03:19)

• Protect Your Intellectual Property

  • If slides will be shared digitally, provide a PDF, not a PowerPoint/Keynote file.
    • "Consider providing a PDF version of your final slides. Otherwise, sorry, folks, unscrupulous attendees will use your slides without attribution." (Mark, 05:37)
  • Always include your name, company, and copyright/trademark in the slide footer.

• Bring a Physical Copy

  • Print your slide deck to review and as a backup in case of tech failure.
    • "We also though recommend you print out a copy of your deck and take it with you." (Sarah, 07:24)
  • Avoid last-minute changes, which are both difficult for organizers and can make you appear unprepared.

Handling Technology

Laptops

• Use your own laptop if possible, especially if you are comfortable with the setup, and bring all necessary adapters (dongles).

  • "Bring every dongle known to mankind for your laptop." (Mark, 11:58)
  • Be aware of compatibility issues, especially between Mac and Windows environments.

• Tech Etiquette

  • Turn off Wi-Fi unless required, and silence all notifications to avoid unprofessional interruptions.
    • "Make sure you turn off wifi. Now, if wifi is necessary for connection... Please make sure you turn off all those darned alerts and pop ups." (Mark, 12:53)
  • Meet with the AV team well in advance to discuss setup and troubleshoot.

• AV Team Relations

  • Build rapport, show appreciation, and tip staff (including those often overlooked, like room cleaners and housemen).
    • "Tip them. Yeah, and tip them in advance. ...Here's 100 bucks. I just want to say thanks for all you're going to do for me to help help this audience out." (Mark, 15:00)

Remotes & Confidence Monitors

• Use Your Own Remote
  As long as you’re familiar and comfortable with it, stick to your device.

  • "Don't get a new one if you're comfortable with the one that you have. Don't use your phone or your tablet to control your presentation." (Mark, 20:13)

• Remote Practicalities

  • Make sure it's charged or has fresh batteries the night before.
    • "Change the batteries out. Just put in brand new batteries. Even if you used the dang thing last week..." (Sarah, 24:15)
  • If required to use the AV’s remote (for range or compatibility reasons), test it in advance on-site.

• Confidence Monitors

  • Confirm with organizers whether a confidence monitor is provided, and what it can display.
    • "Ask your organizer one whether or not they're going to even have them. Not all events have confidence monitors." (Sarah, 26:03)
  • Don’t rely on speaker notes—these are often too small to read.

Props and Room Logistics

• Flip Charts and Easels

  • Request flip charts or props in advance and specify exactly what kind (e.g., a sturdy back for writing).
    • "If you have a preference for the type of flip chart easel, make sure you make that clear to them." (Sarah, 28:33)
  • Avoid using tripods or easels that aren’t sturdy, as they can detract from your presentation.

• Handouts

  • Distribute props or handouts just before your session, not in advance.

• Business Cards

  • Do not leave business cards on every seat or table; it appears pushy.
    • "It's gauche, it's unsophisticated, it's clumsy, it says you're there for the money..." (Mark, 31:34)
  • Include your contact info (e.g., LinkedIn URL) in the slides instead.

Audience Engagement

• Know Your Audience

  • Gather detailed information about the audience (numbers, industries, level) from the organizer before your talk.
    • "Ask how many different companies or industries are going to be there... What is the level of these individuals in their career?" (Sarah, 32:05)
  • Tailor your examples and stories appropriately.

• Be Present

  • Attend the whole conference or as much as possible, don’t just show up for your session.
    • "We recommend you attend the event at which you are speaking. Don't assume that it makes you look cool and super busy and in demand to arrive a half hour before your talk." (Mark, 33:21)
  • Engage with attendees before your talk; reference conversations to increase relevance and connection during your presentation.

Notable Quotes & Memorable Moments

• On Aspect Ratios and Slide Formatting:

  • "If your deck... is sent in a different aspect ratio than they will project, they will modify your slides without your knowledge. This is an enormous mistake." (Mark, 04:04)

• On Backups & Tech Fails:

  • "You need it near you in case the tech, the presentation, the projector, the slides, the power totally fails. This happens." (Mark, 08:26)
  • "The lights go out. Or one time, I think I had a projector bulb explode." (Sarah, 09:18)

• On Professionalism and Tech:

  • "You don't realize how much [alerts] happens. ...It's just amazing. ...You're going to be a professional, figure all that stuff out." (Mark, 12:53)

• Tipping Invisible Workers:

  • "No one ever tips the conference servers or the people who clean the rooms. ...These people are genuinely appreciative, in some cases emotional about it." (Mark, 15:21)

• Audience Preparation:

  • "If you're presenting to a group of engineers, but you're using examples of nothing but marketing and sales, it's just, it's a stupid mess." (Sarah, 33:02)

• On Presence at the Conference:

  • "Attend the event at which you are speaking… Don't do that [arrive just before and leave immediately after]." (Mark, 33:21)

Timestamps for Key Segments

• Slide Deck Preparation & Digital Sharing: 01:00–07:45
• Tech Backups, Laptops & AV Coordination: 07:45–18:48
• Remotes & Confidence Monitors: 20:13–28:33
• Props, Flip Charts, and Handouts: 28:33–31:44
• Audience Research & Engagement: 31:44–end

Tone and Language

The episode maintains a conversational, pragmatic tone, filled with humor, anecdotes, and strong opinions based on deep experience. Advice is direct—sometimes blunt, always actionable and supported by stories drawn from Mark and Sarah’s extensive conference work. The language is accessible, often emphasizing professionalism and respect for both audience and staff.

Manager Tools delivers a comprehensive, hands-on checklist for conference presentations, ensuring you're prepared for both the expected and the unexpected, from aspect ratios to applause.