Effective Presentations

Getting Ready and Making Room Arrangements: The Final Steps

Most of “getting ready” is routine as long as you follow a good checklist and begin it on time. If you are a workshop organizer, your list will be much longer and involved and you will often have to begin even before the speakers are invited. Your last job is to prepare for the audience, literally, and then yourself, personally. (Garmston & Wellman, 1992)

Prepare for the Audience – What would you like to have ready when you show up and listen to a speaker?

• Participant’s view (literally) – screen, AV equipment and speakers
• Refreshments, paper, pencil, water, etc.
• Registration with greeter, name tags, sign-in sheet & handouts
• Restrooms clean and well-marked
• Displays or other special arrangements
• Everything done at least 45 minutes in advance

Prepare the Learning Environment – If your audience is comfortable, they can focus on you and your message better.

• Check room temperature.
• Provide for music, decorations and lighting.
• Arrange seating for the room conditions and to meet learning objectives (Check Garmston & Wellman for options).
• Warm the stage with props, signage, etc.
• Decide your position in the room for maximum effect.
• Locate the correct type of podium if needed.
• Test all AV equipment and set out visuals to be used first so they are ready when you are.
• Test sound system.
• Locate pointer and any other equipment in the correct place where you will use it first or can get to it most easily.
• Prepare handouts for distribution.
• Coordinate with moderator/assistant.

Prepare Your Own “Workspace”

• Organize entire workspace; remove items not needed.
• Be prepared for dark if using slides.
• Cut tape or get tacks ready for hanging easel paper.
• Designate a special place for supplies.
• Arrange space for transparencies.
• Make final notes to remember.

 

Reference:

Garmston, R. J., & Wellman, B. M. (1992). How to Make Presentations that Teach and Transform. Alexandria, VA: Association for Supervision and Curriculum Development.

 

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Adapted with permission from Soil and Water Conservation District Outreach: A Handbook for Program Development, Implementation and Evaluation. Ohio Department of Natural Resources, Division of Soil and Water Conservation, 2003.