Speaker set: 8 rules to remember before and during the event


As a result, work with conferences, webinars, institutes, training centers and other formats of events was reduced to a certain set of rules. Of course, each has his own experience and vision, but the main actions to be taken are listed below.

1) Always carry a flash drive with the file of your presentation.

As practice shows, the majority of organizers consider it their duty to start asking the speakers to send a file of your presentation several weeks before the event. Even if you prepare it in a few weeks, and everything will be properly sent back to the organizers, there is no guarantee that at the event the presentation will be ready for the show. As a result, the file is sent to one person, no one to the assistant and another employee is sitting at the conference in the room behind the laptop and again asks: “Presentation with you?” Some speakers store files for the event and on a flash drive, and on some file sharing like Dropbox, so as a laptop in the hall can support a few USB ports that will be occupied by other equipment. It will be possible to throw off the responsible link. Therefore – even if the presentation was sent in advance – a flash drive with you, keep “in the cloud” so that you can send it promptly responsible.

2) Prepare your presentation – slides in different file formats – pdf, ppt, etc. if necessary.

I want to believe that you have any kind of presentation at all. There are a number of speakers who consider it permissible to just simply spend hours lecturing on a leaf, but there is no visual material to “look” at the audience. Visual material is easier to perceive and encourages people to sometimes change the object of perception – from the speaker to the screen, from the screen to the speaker. Plus, it’s easier to include spectacular and hilarious content in cases of presentations – cases, videos, jokes, memes and the like. Sometimes you can warm up the interest – to include an extended version of the presentation in the distribution or to send on request, to write somewhere, add to friends, leave contacts.

3) In advance to clarify

whether there is an opportunity to include sound in the hall. Critical if you have a video in the presentation. Usually, the instructions for speakers indicate simply “you can play the video if you have it.” At the same time, there are speakers for the audience (and not in the laptop), they rarely indicate. If you have video content, then sound reproduction will be a critical aspect, especially if the sound contains the main meaning of the content, for example, commentary behind the scenes or the recording of someone’s speech.

4) Batteries for the microphone

it’s trite, but sometimes it can come in handy. There are cases when near the end of the event the last speaker is discharged microphone. While they will look for a replacement, charge, look for where is the charge – by this time the timing of the event can simply end, and the public will disperse. Therefore, it is better to carry with you to the events your batteries – every 5 years, yes useful.

5) Always designate the format of the presentation in advance and say it with the moderator or the organizer before the event.

Depending on the type of content, habits of the speaker and the composition of the audience, you need to determine whether you plan to conduct a constant discussion with the audience, whether you need questions during the speech, or leave all questions for later. This is especially important for beginner speakers. First, questions and cries from the audience can confuse the lecturer from the thought and order of the narrative, and secondly, such particular questions can break the integrity of the narrative and the perception of the lecture by the rest of the audience. And, even harder, dealing with questions, especially with a listener who himself is willing to ask long questions that are a whole story that is interesting only to himself, will break the whole timing of your performance, especially if the performance itself is for 15-20 minutes.

6) Add infographic to the presentation.

To summarize the results of each section of the speech and to summarize the content, especially for the purpose of simplifying its perception by the audience, it is worthwhile to make the summary slides. For example, in an infographic format. It is precisely in this format of vivid pictures and graphs that it is better to include a representation of the structure of complex concepts. Another plus – such slides at the presentation of the audience often take pictures. On these slides it is necessary to put their logos or links to profiles in social networks (only in the framework of decency, without visual disgrace) – let them spread your contacts and logos over the network.

7) Work with complex listeners.

In fact, this is the topic of a separate article and whole courses on oratory skills. The main aspects that are important to remember are: never under any pretext can one touch the ego of listeners. Even if the question seems illogical and stupid – do not say it directly and do not show in any form your superiority over the speaker. It is also important not to let chatterers break the timing of the event (paragraph 5). If the question sounds too long or the question turns into his personal lecture – interrupt it and ask to ask a question and discuss everything later on the sidelines. If one of the audience asks to say who is the market leader / the smartest in the industry / is it really that stupid and similar questions with a request for discussion and value judgment – it is better not to answer directly for personalities and brands. If there are already ratings and recognized studies – refer to them. Because with the direct naming of someone – the next question will be, on the basis of what you criticize someone, lower, exceed. And if you show some research and graphics – have somewhere preserved original sources, at least links. In order to discuss them with the problem discussion, or immediately submit them, or send them later. And really in the end send.

8) Contacts on the last slide.

Usually in the audience there are people who either do not have time to ask a question, or are ashamed. Plus – there can be really useful comments and corrections from viewers who will not publicly voice them. If the vested interests – potential buyers of your services do not show themselves at the event itself, they will try to contact later, in order to avoid attention to themselves from other viewers. Since it would be strange to dictate links to social networks, phone and mail numbers from the stage (sometimes it’s even difficult to dictate them if they are complex and long). Therefore it is easier to make the last slide your contacts and a sweet “thank you for your attention”. If you think any questions, calls, messages, additions to friends are acceptable – say it openly at the end of the speech. What’s more important – very often organizers of conferences and webinars send out presentations to all persons who registered for the event. That is, a person could not reach the lecture itself, skip the conference, listen to the report in another audience, or simply went out during your speech, but he is useful to you, and he is interested in the topic. He can at least somehow study it on the presentation, and then he can contact you.

In any case, each lecturer will eventually assemble his own set of rules, depending on the industry in which the types of events in which it participates operate. However, the above points will somehow be useful to most speakers.

Did you have any strange experiences in the performances? Did you see the failures of the organizers? Is there a “speaker set”?


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