| Being asked to give a public presentation can be | | | | budgeted time allowance of some 45 minutes. |
| both gratifying and frightening. The gratification is | | | | Perhaps longer. Knowing how many speakers are |
| natural since we can assume our innate talents | | | | involved gives you an indication of the event's |
| have been noted, our expertise acknowledged | | | | importance, its profile within its industry and its |
| and our humility respected! How rare is that? The | | | | potential attendance. And as a tip, once we have |
| feeling of fright is also entirely natural -- caused | | | | established how many speakers are involved we |
| mainly by the uncertainty and the unknown. But a | | | | have the means to explore their details in more |
| fear of public speaking can be overcome. Indeed | | | | detail at a later time. |
| it is typically tackled by solid preparation and | | | | 6. What is the theme of the event? It's not |
| planning which are the essential attributes for | | | | unusual for event planners to use a theme with |
| effective presentations. | | | | which to identify their event. Using a theme such |
| But putting aside these natural human emotions, | | | | as, Being Best, allows a range of speakers to |
| gratification and fear, there is an immediate set of | | | | explore all the essential attributes of customer |
| priorities that must be started. You should not | | | | care, quality management, production quality or |
| accept the invitation to give a presentation | | | | people management. It provides a framework for |
| immediately. Now this might seem an unrealistic | | | | each speaker and importantly, allows each |
| expectation when faced with the fiery South | | | | speaker to interact sub-consciously with the rest |
| West Regional VP for Distribution but if it's the | | | | of the platform. Knowing the theme at this stage |
| conference planner from the Distribution | | | | is essential for your preparation. And if there is no |
| Association then you are undoubtedly on firmer | | | | clear theme you should aim to get this on the |
| ground. They will understand. And if it is the fiery | | | | presentation planner's agenda later. |
| VP it's worthwhile to emphasise the | | | | 7. What sort of presentation is expected from |
| professionalism with which you approach | | | | me? This might be a purely mechanical question, |
| presentations at this stage. | | | | but it has to be asked. For instance there might |
| Our move to not accept a presentation | | | | be an expectation that you will make a |
| engagement immediately is not a result of | | | | presentation and then answer questions later. Or, |
| coyness. No, we have to find out more. And | | | | you might be expected to sit on a speaker panel, |
| finding out more at this stage is very important in | | | | make a presentation in turn and then have |
| the context of our later presentation planning and | | | | questions asked collectively of the panel later. |
| preparation. Before we accept an invitation to | | | | Different formats require different preparation |
| make a presentation we need answers to these | | | | and you should understand the event |
| questions: | | | | requirements early on. |
| | | | 8. Why am I being asked to present? We should |
| 1. Who wants you to speak and which | | | | take care with this question. If the event is |
| organisation do they represent? There is every | | | | planned for next week you might already suspect |
| chance that the person asking you to present is | | | | the answer! But there is a serious point to be |
| known to you. But equally they might have | | | | made. If you are being asked to present because |
| contacted you through a third party or via a | | | | you are a respected expert in your field then it's |
| contact in your LinkedIn network for example. In | | | | very likely that your presentation subject is going |
| that case it makes sense to put the contact into | | | | to be crafted along the same lines. Alternatively, if |
| context and establish who they work for, | | | | you are asked to present because of your work |
| whether they are independent or who they | | | | in a particular organisation then it's natural to |
| represent. | | | | consider citing relevant organisation case studies |
| 2. What are their contact details? Even if you | | | | and references when you move on with |
| know the person who invites you to make a | | | | presentation planning. |
| presentation it's a good idea to confirm the best | | | | 9. What visual elements can be supported and will |
| contact details. Check whether their cell has | | | | the event be broadcast? We take it for granted |
| changed or whether email is preferred. And if the | | | | that every event supports multimedia content. |
| presentation organiser is not known to you then it | | | | But if we are asked to speak before or after |
| is absolutely essential that you establish contact | | | | lunch then the visual dimension of our talk will be |
| arrangements -- which are, of course, reciprocal. | | | | very different to a standard podium presentation. |
| 3. What is the planned event? It's vital to establish | | | | This point must be picked up later with the event |
| what event is being planned. Is it a sales | | | | planner. It's not unusual for the media to be |
| conference or an annual Association meeting? Is it | | | | involved with larger scale events. Knowledge |
| a meeting of technical partners or a product | | | | about media involvement at this stage is |
| launch? Knowing some simple details of the event | | | | important since a late surprise might prove a |
| allows us to prepare our planning. For example, if | | | | problem. If the media is to be involved then you |
| we are asked to speak at an Association's annual | | | | should ensure that your marketing or PR team is |
| meeting we should establish the Association by | | | | aware of their involvement which could be |
| name and its primary function. It could be a Trade | | | | mutually productive. |
| Association or a charity. Knowing these details | | | | 10. Can I call you back to confirm? This is not as |
| allows us to picture our potential audience and our | | | | hard as it sounds. You will need to check your |
| likely participation. | | | | schedule. Or you might need to check with your |
| 4. When and where is the planned event? | | | | partner. Alternatively you might want to see |
| Distance is not dead. Knowing when and where | | | | whether anything else in the schedule is moveable |
| the event is due to occur must be identified right | | | | to accommodate this event. On the basis of the |
| away. If the event is local that might make it | | | | answers that you have already received this |
| easier to participate. Alternatively if the event | | | | invitation might be a case of..."drop everything and |
| involves significant travel it might be possible to | | | | attend," or an instance of..."try to squeeze it in if |
| combine your participation with some other | | | | possible." Once you have agreed a timeline in |
| activity. Some knowledge of when the event is | | | | which to call back the planner you must call them |
| planned for will also provide some clues. If the | | | | back. It's both polite and politic. You will need their |
| event is next week then you can be assured that | | | | active support and involvement later. So we have |
| more than one speaker has dropped out and you | | | | ten easy questions to ask before we agree to |
| are being asked out of necessity. It does happen, | | | | give that presentation. In essence they are the |
| unfortunately. Typically presentation planners work | | | | first steps needed for effective presentations. By |
| to timescales of several months when planning | | | | asking them we acquire much of the useful |
| key events. | | | | information that will subsequently guide our |
| 5. How many speakers will be involved? It's a | | | | presentation planning process. And by planning |
| rarity for any speaker to be the sole presenter | | | | effectively we ensure that we present effectively |
| on the podium. In most instances you will share | | | | without the collateral fear of public speaking. Now, |
| the platform with several speakers with a | | | | should we accept that invitation or not? |