You are the speaker at a high-profile meeting. You have written your speech. You have crafted a strong, concise message. You have created exciting and compelling media to support what you have to say.
While you may think the stakes are high and the pressure is all on YOU, you are not alone!
Supporting every quality event and conference is a team of seasoned audio/visual, content and presentation experts dedicated to your success. The Production Company running the meeting is an important resource for all presenters. So how do you help them help you?
1) MEET the team
The production team typically includes a producer, technical director, PowerPoint specialist, teleprompter operator, audio engineer and a speech / presentation coach along with many others.
Begin by introducing yourself to the Producer who is dedicated to the meeting you are speaking at, and who is committed to making your presentation a success. This person choreographs all the timing, speakers and content in the room and is also your primary connection to the crew members who touch every aspect of your presentation (stage cues, position on stage, lighting, audio, video, teleprompter as well as rehearsals).
The Technical Director – this team member is responsible for managing and directing all technical aspects of the show – they call all the cues for the show and ensure that your presentation looks good, your media runs flawlessly, that you are lit properly and can be clearly heard from the stage.
The PowerPoint Specialist – this team member is responsible for assisting you with any last minute changes to your presentation and ensuring that it runs smoothly during your presentation. Typically they will be managing several computers with various content for the event and only a small portion of it may be your presentation. In some cases they will be actually controlling the advancing of your slides for you on multiple computers with different content (primary displays, backup displays, confidence monitors, and live internet streams).
Every person on the production team has a specific role, all focused on a flawless execution. Make it a point to understand how each person contributes to the success of the event.
2) Leverage their expertise EARLY
The production company is typically invited to collaborate in planning for the event and to gain an understanding of the purpose of each presentation. They have a vested interest in your success!
Share your ideas and expectations with them well in advance. It may surprise you to learn that even something as simple as wandering into the audience to ask a question requires a lot of planning. Think about it… when you step off the stage, you are out of the normal stage lighting and no one can see you. When you ask a question of an audience member no one can hear the reply because only you have a microphone. All of this can work smoothly if you share these details with your production team well in advance and allow them to plan for this request.
Review special requirements such as video clips, music cues, on stage seating / props, live Internet demos, and audience interaction. If Teleprompters are an available resource, work with the teleprompter operator to format your presentation, inserting line breaks that support a natural delivery and highlight key words or thoughts.
If the event includes video recording of your presentation or IMAG (image magnification of you onto additional screens for the audience), ask for recommendations on attire. Believe it or not there are some very clear “do’s and don’ts” on what you should wear that the production company is happy to share.
3) Rehearse ON & OFF the stage
Even though you have rehearsed on your own, you can never rehearse enough. The presentation coach is there to provide constructive feedback, help you understand how to work the room, coordinate with the crew to achieve special effects, and ensure you are fully prepared and supported when you walk up on stage.
Off-line rehearsals are often done in a “speaker ready room” where a presenter can practice privately with a presentation coach to obtain any last-minute advice and boost confidence.
On-stage rehearsals are essential even if you have practiced in the speaker ready room. This is your opportunity to become familiar with the stage, practice with the teleprompter or confidence monitors, and get a sense of what it will be like during “show time”. It also allows the production team to set audio levels, get a sense of your delivery, see how you use your media and plan for how they will support your success.
Sweet Success!
It takes teamwork to put on a top-notch event, and once you are asked to speak you become a member of that team. Of course, you will do all you can to prepare your presentation, but remember YOU ARE NOT ALONE! You have an entire production team on your side. Make sure to enlist them for guidance, input, and support so you are confident, heard and inspiring when you step up to speak!
Special thanks to the author of this article, Stephanie Scotti of Professionally Speaking and to Glenn Gautier, Executive Producer, Brella Productions for co-authoring.