Paul’s Pro Tip

Here are some tips from Paul for productive conference experience and professional-quality presentation.

Preparing Presentation Slides

• Start and end with the title page showing the title, your name, institution, email, and a QR code for handouts and bibliography (if any).
• Do not include a predictable outline (e.g., introduction, method, results, discussion) or extensive lit review (unless your presentation is a review/synthesis).
• Do not include the bibliography in the slides (unless you can at least give people enough time to take a picture). Instead, prepare a handout, provide a short URL/QR code on the last screen with a link to your bibliography, or offer to provide it upon request.
• Do not expect live Internet connection to work during the presentation. Embed screen shots/recordings or downloaded videos.
• Minimize switching between windows. If you want to show a PDF document, take a screenshot and embed into your slides.
• Highlight, circle, or enlarge important materials in your slides. Pointers could fail, and you already know what you want to point to during the presentation. Laser pointers do not work well with TV monitors.
• Perform the floor test. If you put the printed slide on the floor and can’t read the texts or diagrams clearly while standing, it’s too small.

Before the Presentation

• If you plan to speak for 20 minutes, prepare a 15 minute presentation. The actual presentation usually takes longer than the practice run.
• Do not expect live Internet connection to work. Instead, embed screen shots or downloaded videos.
• Minimize switching between windows. If you want to show a PDF document, take a screenshot and embed into your slides.
• Laser pointers do not work well with TV screens. You already know what you want to point to during the presentation. Highlight, circle, or enlarge relevant materials in your slides.
• Test the equipment well before your presentation. You can do so before the first session in the morning or during long breaks.
• Arrive early (without disrupting the ongoing presentation) and have all the equipment and adapters in hand and connected so the only remaining step is connecting the HDMI cable. Store everything else in one bag.
• Ensure your laptop/tablet has sufficient battery power, and the sleep/hybernation mode is turned off. Set your laptop and other devices to the “do not disturb” mode.

During the Presentation

• If you have printed handouts, ask the audience to help distribute them while you set up the equipment.
• Do not stand between the projector and the slide.
• Show the title page (with the title of your presentation, your name, institutional affiliation, and contact information, and maybe a short link or QR code for handouts) on the screen at the beginning of your presentation.
• If you use a presentation software (e.g., PowerPoint, Keynote), be sure to enter the presentation mode, and do not exit the presentation mode at the end of the presentation. When you are not using the slides actively, show the title page or use a black screen. (For PowerPoint, just press “B” for black screen.)
• If you want to temporarily turn off the screen, enter the presentation mode on PowerPoint, and press B for black screen. No matter what happens, do not turn off the projector (it may take some time to restart) or cover the lens with a piece of paper (fire hazard).
• Don’t try to say everything you know. Just focus on a few key points, each with one or two best examples or illustrations. You can elaborate during the Q&A session.

At the End of the Presentation

• Show the title page (with the title of your presentation, your name, institutional affiliation, and contact information, and maybe a short link or QR code for handouts) on the screen at the end of your presentation. (Do not proceed to the “End of Slide Show, click to exit” screen or exit the presentation mode.)
• If you run out of time, stop the presentation immediately and let the next presenter start setting up. There is no excuse for poor planning or delivery.
• If you’d like to take a group photo at the end, go ahead. Just be mindful of the next presenter in line.
• If people want to ask questions afterwards, ask them to wait outside the room, gather your personal belongings, and leave the room to continue the conversation.

Microphone Use

• For handheld microphones: Hold the microphone just below your mouth (not directly in front of the mouth), pointing at the mouth at an angle. If you hold the microphone directly in front of the mouth, it may “pop” when you make plosive (b/p) sounds.
• For lapel microphones: Clip it in the middle of your body just under your neck. If you have to hold the microphone, position it below your mouth and do not cover the sensor with your fingers.
• For all microphones: Listen to your own voice and adjust the volume by changing the distance from your mouth. Check the location of the speakers and do not stand directly under or in front of one to avoid the feedback loop. If the feedback loop starts, hide the microphone from the speaker and step aside.

Brand Yourself

• As an academic, your name is your brand. Use your name consistently as you would in your publications. Avoid parentheses or ALL CAPS. Wear your name tag while attending conference-related events.
• You are also representing your institution. Use the official spelling of the highest-level unit (e.g., California State University, Los Angeles) and do not include sub unit names unless it is a separate, semi-independent organization (e.g., Ontario Institute for Studies in Education; Hunter College, City University of New York). Do not abbreviate unless the abbreviation is the official institution name (e.g., Virginia Tech).
• Use your university or organization email consistently for proposals, registration, and correspondences.
• Display your name, institution, and email on the title page of your presentation slides, handouts, and posters.

Engage

• Attend social events and coffee breaks.
• Attend sessions and ask constructive questions.
• Attend open business meetings (if available) to get to know the organization and its leaders.
• Volunteer to serve on committees and task forces.