Annual Conference Session presenter's guide

Hello 2012 Annual Conference presenters!  You have a wonderful opportunity to share more about your ministry during the 2012 Annual Conference Session.  To take full advantage of this, take a look at these helpful presenting tips.  If you have any questions, or would like to receive more information about good presentation suggestions, please contact the Conference Communications Office.   

Please try to have your report coincide with the 2012 Annual Conference Session theme, Seeing the World Through the Waters of BaptismClick here for an explanation of the theme to help you better plan

1) Think about your presentation beforehand

Believe it or not, it is not uncommon for some presenters to wait the week prior to conference to begin to think about their message.  Try not to let this be you!  You certainly take the ministry in which you are reporting about seriously, so honor that by giving yourself some time to really think about what you are going to communicate.  If you need someone to bounce ideas off of, contact the Conference Communications Office to listen to your ideas.  We are happy to do it.   

2) Be clear of how much time you have

Each time-block of the Annual Conference Session is painstakingly timed right down to the minute.  Find out the length of your report and stick to it.  It’s true that most presenters prepare too much material; however, no one ever complains that a presentation was too short!  If you are unclear of your presentation length, contact the North Georgia Conference Secretary, Donn Ann Weber.  

As in years past, all presenters will be invited to attend the Bishop’s Presenter Breakfast the morning of your report.  During breakfast, you will find out what time you should report to the stage as well as any specific directions or requests the bishop or the conference secretary may have.

3) Be very clear about your key message

Make sure that everything in your presentation is both consistent with, and supportive of, your key message.  In fact, before you begin to work on your presentation, write down what you want your key message to be.  It shouldn’t be too long, but rather concise and brief. After you have a key message, build your report around that idea. 

Most conference members have had the opportunity to read your report in the 2012 Conference Handbook.  Rather than repeating what people have already read, why not expand on what you have written.  Your key message should include “real-life” stories that help support the vitality of your ministry.   

4) Remember your audience

When thinking of your presentation, also think about the audience to which you are speaking.  During the 2012 Annual Conference Session, you will be speaking to lay and clergy leaders of the North Georgia Conference.  Despite the fact that these are educated leaders in our Church, don't assume they know everything about your ministry.  Without speaking down to your audience, communicate with them on an educated, but simple, level as if they know little about your ministry.

5) Adhere to the production team’s deadlines

It is imperative that you adhere to the presentation deadlines.  If you have audio visual support materials, please email or mail your presentation to the communications department by June 1.   This isn’t because we are a stickler for deadlines—it is actually for your benefit! 

If you have any audio visual support material to run during your report, please contact Tim McDaniel in the communications department immediatley.  

Once we receive your audio visual support material, we view it from the computer which will be used during the conference session.  If there are problems, it is better to know beforehand rather than when you are standing in front of 2,800 conference members.  Help us help you by getting all support materials to us by the appropriate deadlines.     

Great detail goes into planning the technical’s for every annual conference session.  Please understand that last minute changes will not be made to your report while at conference.  Please also note that last minute audio visual materials will not be accepted while at conference. This is a security and virus issue.    
 

6) Using PowerPoint during your report ... 

Some presenters don’t like PowerPoint; however, it is convenient and ensures that your presentation has a clear structure and something for our conference attendees to take away.  This is a great way to support your audible report from the podium with a visual to increase retention. 

There are some rules to using PowerPoint: 

  • A script must accompany your presentation.  If you make corrections to your script, please make sure the communications office receives an updated copy. 
  • If you would feel more comfortable having someone from your ministry to advance your slides, we would welcome that. Let us know.
  • NEVER apply a timer your slides.     
  • NEVER apply sound to your slides.  Laptops used at conference aren't attached to the sound system. 
  • It is best that there aren't transitions (such as fly ins) or builds to your slides.     
  • For PowerPoint to be successful, the conference membership needs to be able to read it. The technical team recommends Tahoma and Veranda as good readable fonts.  Also, please don’t go below 28 point type.


7) Using video for during your report ...

The rise of Flip cameras and iphones have created many budding amateur videographers who create good work; however, please remember that this is a large professional conference.  Using a professional videographer/editor who is technically aware of communicating to an audience of 2,800 is imperative.  This is not to discourage your creativity or insult your abilities; however, all materials need to be technically sound and broadcast quality

Please note your video must be approved prior to the conference session. Also, videos with a length less than 8 minutes has a better chance of being remembered. 

Please note, the 2012 Annual Conference Technical Team reserves the right to decline use your video due to inappropriate content or a lack of professional production values.  

There are some rules to using video:

  • Your video must include a 5 second count down to help the tech team appropriately cue your video. 
  • You must supply two copies of your video to the communications office. 
  • Your video must have adequate audio to fill the Grand Hall. If you are using interviews in your video it is IMPARITIVE that you mic your interviewee.  A camera microphone DOES NOT allow appropriate sound to fill the arena in which you video is playing.