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Presentation Expectations and Tips
Presentation Display System and Room Set Up
A data projector and screen or other presentation systems are provided in each room. Speakers will have access to a podium, pointer, one handheld microphone, and one lapel (NO additional lapel mics will be available). Other speakers will need to use and share a handheld microphone. A laptop will be available in each room and will be used to display your presentation. Ensure it is uploaded to the One Drive by February 6, 2026. The seating in each room will be set up in Auditorium style.
During the Presentation – Recommended Do's and Don'ts
| Do: | Don't |
|---|---|
| Divide your presentation into three parts: Tell them what you are going to tell them, tell them, and then tell them what you told them. | Make a sales pitch. |
| Make your presentation simple and to the point. | Bore your audience with long speeches with no interaction. |
| Take time to practice your presentation … again and again. | Grip or lean on the lectern or pace back and forth. |
| Remember, one concept per minute is about the average an audience can assimilate. | Pace back and forth; Walk over to the screen and point or stand in the projector light. |
| Discuss key points from your outline so that you’ll sound fresh every time. | Memorize your presentation. |
| Know what you want to say. Have your materials ready. Act involved. | Read your notes. Do not read your visuals. |
| Anticipate questions. Be prepared to “think on your feet.” Recognize the audience's body language and adjust your presentation accordingly. | Get upset when people disagree with you. |
| Know your audience and speak the audience’s language. | Use acronyms or company-specific terminology. |
| Speak clearly, paced, and be confident and enthusiastic. | Overuse hand gestures. |
| Refer to the slide on the screen. | READ your slides word for word. |
| Start and Finish on time. | Use a laser pointer to highlight each bullet or line on your slides. |
| Interact with the audience. | Force those who do not want to interact to do so. |
| Before your presentation, empty pockets of loose items which can cause noise and distract. | Rattle keys or coins in your pocket. |
| Know when to listen and understand the question before you answer it. | Fake the answer. |
| Turn off cell phone. |
When your presentation is completed:
- Thank your audience and ask if there are any questions.
- Make yourself available to others in a designated spot or time if you run out of time for questions.
- Consider providing follow-up contact information for future networking.
- Make note to self on how to improve presentation skills, AV equipment usage or techniques.
- Enjoy your accomplishments and the conference, and network with others.
- You will be rated by attendees on the topic, visual aids, presentation skills, and overall effectiveness of delivery on a scale from 1-5. The conference committee utilizes this data to determine future speakers and programming needs. We endeavor to share the feedback and audience ratings after the conference.
Additional Presentation Information
This section offers suggestions for improving your effectiveness as a speaker. In the continuing process of self-improvement, we hope the suggestions and information provided will benefit you.
Remember, if your Presentation will be published in the online Conference Program, which is made available to the conference attendees, there is no reason for you to read your presentation. In your presentation, you should discuss your work, why a certain approach was used, how you reached your conclusion, etc. Tell your audience what is important about your study and illustrate with the use of visual aids. Experience has demonstrated that the audience appreciates and learns from a presentation that has been tailored for it, not something that they know.
English is the official language for presentations. If you, as an author, do not consider yourself sufficiently fluent in the English language or cannot personally present your talk for any other reason, you should arrange for a substitute to present your talk, perhaps a co-author.
As one of several speakers, you have been scheduled into a time slot. If you exceed your time, you delay the next speaker and decrease their allotted time. The moderators are instructed to adhere to scheduled presentation times. Hence, as you reach your allotted time, be prepared to stop on signal. You and your moderator will coordinate a signal or cue for this purpose.
Because you are a presenter at the AEC, you will have an attentive and enthusiastic audience to hear what you have to say. The audience is interested, friendly, and wants you to do a good job so they can derive maximum benefit from your presentation. You have a friendly audience, so you can relax, realizing you are talking with friends. You would not have been invited to speak unless the AEC Program Committee thought you had something to offer.
Technical people tend to present more information than necessary. So carefully sift your information and select only what your audience needs to know. Your best service may be to present only the facts pertinent to the discussion. Remember, if you present too much, your audience may get lost.
Consider your audience by avoiding needless elementary information while also making an effort not to complicate it.
As you prepare your presentation, please remember that attendees are looking for results-oriented and hands-on presentations that will provide them with the opportunity to learn new skills and bring home ideas that they can put into practice in their own facility.
Important Notes
Refrain from advertising your company’s product or service during the session. The conference is an educational forum for the exchange of ideas. Your audience will not be receptive to a sales pitch. Presenting the technical information in a highly professional manner will be your best sales pitch and recognition as an expert in the field.
Distribution of sales materials is not permitted in the educational sessions. If you have materials that are related to your presentation that you would like to make available to those attending your presentation, you may place them on the table in the back of the room during your session and invite others to meet with you after the session.
Question and Answers
- Allow time for questions. Time should be allowed to permit questions from the audience. Your moderator will assist with getting the questions started. It is helpful if questions from the audience are repeated at the podium.
- Be sure you understand the question before you answer. Restate the question, and then answer it. Do not indulge in private questions and answers with the person in the front row. The audience wants to hear the questions and their answers. Do not permit yourself to become embroiled in a personal technical argument with a member of the audience. Tell him or her that he/she has some very interesting points, and you will be glad to discuss them with him/her following the session.