Presenters Guide 2023


Annual Conference Presenters Guide: AV at AC

As a presenter at the 2023 North Georgia Annual Conference, you have a wonderful opportunity report to and share with clergy and lay leadership about your area of ministry. We want you to get the most out of your presentation time and have a smooth and seamless Conference, so we require all presentations, videos, and visuals to be submitted by Tuesday, May 23 (note that this is a firm deadline).

Please use the following guidelines and tips as you prepare to present in June.

Mark Your Calendar

Production Deadline: May 23
In order to test all graphics and videos, PowerPoint slides and other media are due no later than Tuesday, May 23, 2023. This is a firm deadline. Please include a script along with the name and contact information of the person making the presentation. Send presentations to Sybil Davidson via email, Dropbox, Google Drive, or other file transfer service.

Email: to confirm receipt.

Great detail goes into planning the technical details for our annual conference session. Please understand that last minute changes to audio visual materials cannot be made at the conference. Please also note that last minute audio visual materials will not be accepted while at conference. This is a security and virus issue. Anyone unable to make the May 23 deadline should prepare to present without slides or video.

Prepare Your Presentation

Know Exactly How Much Time You Have 
Each time-block of the annual conference session is painstakingly timed to the minute. The Conference Secretary, Max Vincent, will contact you with your exact presentation time. Keep your report at or under that time limit.

Be Clear About Your 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 should be concise and brief. After you have a key message, build your report around that idea.

The theme of Annual Conference is from Joel 2:28: “I will pour out my spirit on all." Consider ways to highlight this theme in your report.

Remember Your Audience 
You will be speaking to approximately 2,000 clergy and lay members of the North Georgia Conference and many friends and guests online. For some it will be their first time at Annual Conference and for others it will be their 20th time. Annual Conference members are committed United Methodist laity and clergy.

Follow These PowerPoint Tips and Instructions 
If you are using PowerPoint, ProPresenter, or Keynote to enhance your presentation at Annual Conference, we have a few tips and suggestions plus some mandatory guidelines.

  • A script must accompany your presentation. If you make corrections to your script, please make sure the communications office receives an updated copy before the deadline.
  • Your slides should be sized in a 16:9 format for HD projection.
  • Our team will use cues from your script to advance your slides. If you would feel more comfortable having someone from your ministry advance your slides, we would welcome that and can provide a "clicker." Let us know.
  • NEVER apply a timer your slides.
  • NEVER apply sound to your slides. 
  • It is best that there aren't transitions (such as fly ins) or builds to your slides.
  • Keep the design simple.
  • Use a common font (Arial, Tahoma, or Veranda work well).
  • Use as few words per slide as possible and don't go below 28 point type. Remember, PowerPoint should complement what you say, rather than being the main source of information.

Follow These Video Tips and Instructions 
We have a few rules for using video at Annual Conference.

  • Video and audio must be at a professional broadcast quality. (Video captured with a smart phone will not be acceptable for this venue.) We prefer videos in MP4 or Quicktime(.mov) files. Video files should come as separate files (not embedded in your presentation).
  • If you are using interviews in your video it is IMPARITIVE that you mic your interviewee. A smartphone microphone DOES NOT allow appropriate sound to fill the Grand Hall. 
  • Reminder: All Audio Visual Material Must Be Approved in Advance
    Please note that your video or powerpoint must be approved prior to the conference session. The Annual Conference Technical Team reserves the right to decline use of video or powerpoint for any reason, but primarily screens for inappropriate content or a lack of professional production values.

On Stage
Due to time constraints, there will be no large groups on stage. To recognize a group, please plan to have them stand.

Have a Backup Plan

Whatever your plan for your Annual Conference report, always have a backup plan. While we are confident that video and audio will run smoothly throughout Annual Conference, it is always important that you’re prepared to make your presentation without any supporting visuals. Print your notes rather than solely relying on your PowerPoint for cues or a tablet or phone for notes while you’re speaking. Prep more than one person to make your presentation in case of illness or travel delays. While we hope everything goes exactly as planned, preparing for alternate scenarios is advised.