Podcast Summary: Manager Tools

Episode: How To Present At A Conference - A Checklist - Part 3
Hosts: Sarah & Mark
Date: November 10, 2025

Overview

This episode concludes a three-part series offering a complete checklist for presenting at a conference. Sarah and Mark dive into actionable tactics to prepare, deliver, and follow up on conference presentations—from engaging the audience to managing room logistics and handling Q&A sessions. Their advice targets professionals aiming to boost their management visibility and effectiveness through public speaking.

Major Discussion Points & Insights

1. Engaging the Audience

• Eye Contact Is Essential
  • Quote (Mark, 01:00):

    “Pay attention to the audience when you're speaking, look them in the eyes... You have a chance to master the audience and to make sure the audience is getting what you want them to get.”

  • Reiterate the importance of making genuine eye contact to gauge reactions and keep attention.
• Adapt to Audience Energy Levels
  • Quote (Sarah, 02:32):

    “Speed up if need be to keep them energized, especially if you're talking at the end of the day... Slow down or repeat a point if you get the impression that they don't understand it...”

  • Adjust your pacing and approach based on observed audience engagement, particularly after meals or late in the day.
• Encourage Feedback and Interaction
  • Use real questions to check comprehension; don’t just assume your message got through.
  • Smile and project warmth.
    • Quote (Mark, 05:06):

      “I don't care that you're not comfortable smiling. This is not about you. It's about the audience and their comprehension.”

2. Handling Questions During the Presentation

• Find Out Organizer’s Preferences in Advance
  • Inline (as-you-go) questions are always preferred. They boost energy, comprehension, and prove mastery of the topic.
    • Quote (Mark, 06:05):

      “If you make people wait until the end of your talk, many will forget their question… your presentation will end with a thud.”

• Use "Plants" if Needed for Early Interactivity
  • It’s acceptable to ask a friendly attendee to break the ice with a question.
    • Quote (Sarah, 06:21):

      “There would be nothing wrong with having a plant... get someone to break the ice.”

• If Questions Must Wait Until the End
  • Leave time at the end, but be aware this is less effective.
    • Quote (Mark, 09:30):

      “If you get no questions for the record, you didn’t do well. Sorry.”

• Stick Around After the Session
  • For continued conversation and networking, don’t rush off post-talk.

3. Room Set-Up & Logistics

• Know the Room Layout in Advance
  • Learn whether the setup is theater style, round tables, or classroom style.
    • Quote (Mark, 11:21):

      “Ask about the setup of the room... the bigger the audience, the more likely it would be that it'll be a theater style audience.”

  • If possible, visit the room before your presentation to avoid surprises and rehearse movement.
    • Quote (Mark, 12:57):

      “Make sure folks, when you get to the venue, to go immediately to the room… Do the adjusting the night before.”

• Walking and Moving Among the Audience
  • If lav mics are available, walk among attendees to increase connection, unless the room setup makes that too difficult.

4. Video & Microphone Considerations

• Check If You’ll Be Recorded
  • Video changes the dynamic:
    • Audience questions may require extra microphone coordination, which slows down energy.
    • May limit how much you can move (sometimes presenters are asked to stay in a designated area for the camera).
    • Quote (Sarah, 14:53):

      “Sometimes when video is taken, presenters are asked to stay on stage... you need to stay fairly static in what amounts to a 10 foot by 10 foot box...”

  • Always repeat each audience question so all can hear and so it’s captured on video.

5. Screen & Slide Placement

• Understand Slide Projection Setup
  • One or two screens? Placement can affect where you stand and how you interact.
    • Quote (Mark, 16:30):

      “Ask about how your slides are going to be presented... sometimes there are two separate screens placed roughly at either side of the stage...”

  • Adjust your position to facilitate audience focus on both you and the slides.

6. Preparing Your Introduction

• Write Your Own (Short) Introduction
  • Avoid long, accolade-filled intros; keep to the essentials.
    • Quote (Sarah, 19:15):

      “The first rule is it must be short. Most presenters make the mistake of thinking it’s better to give their full professional background... huge mistake.”

  • Mark’s formula: Name, role, organization, purpose of your talk.
    • Quote (Mark, 20:23):

      “Sarah Horstman is the managing partner of Manager Tools… You will learn from her how to pre wire a meeting.”

7. Final Key Advice

• Master the Basics
  • Know your material, rehearse thoroughly, and don’t rely on improvisation.
    • Quote (Sarah, 21:02):

      “You have to master all of these factors. But of course, it starts with the mastery of your materials and rehearsal, rehearsal, rehearsal. You can't throw it together and just expect it to be great. It won't be great.”

Notable Quotes & Moments

• On Audience Mastery:

  “If you have mastered your behaviors because you've rehearsed, and if you've mastered your topic... then you have a chance to master the audience.” — Mark (01:38)

• On Smiling:

  “Smile, please. Smile, for goodness sake. Just do it. They will like you more.” — Sarah (04:56)

• On Energy Drainers:

  “If the organizer is recording video... be aware, know in advance that this is going to happen so that you can prepare for this outcome.” — Sarah (09:14)

• On Short Introductions:

  “They won't mess that up. Three sentences. Actually, it's only two sentences.” — Mark (20:57)

Timestamps – Important Segments

• 01:00 – Importance of audience attention and eye contact
• 02:32 – Adapting to audience feedback
• 04:02 – Reciprocity and getting verbal feedback
• 05:06 – Smiling and energy
• 06:05 – 07:15 – Managing questions, including using “plants”
• 08:43 – 10:16 – How video affects Q&A
• 11:21 – Room setup and why it matters
• 14:53 – How video recording alters presenter movement
• 16:30 – Slide/screen placement considerations
• 18:43 – Writing your own introduction
• 21:02 – The absolute necessity of rehearsal

Summary Takeaways

• Engagement is key: eye contact, energy, feedback, and smiling make a huge difference.
• Always be adaptable to both the audience and the environment.
• Master logistics—room setup, video, slides—so nothing throws you off.
• Rehearse thoroughly and ensure your introduction is concise.
• Treat post-presentation interactions as valuable networking time.

Presenting at a conference is a major career opportunity—prepare, rehearse, and you’ll stand out.