Presenters Guide

AV at Annual Conference 2016

As a presenter at the North Georgia Annual Conference 2016, you have a wonderful opportunity to share about your ministry with clergy and lay leadership of North Georgia. We want you to get the most out of your presentation time and have a smooth and seamless Conference, so we require all visuals to be submitted by Monday, May 23 (two weeks in advance).

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, PowerPoints and other media are due no later than Monday, May 23, 2016. 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:
  • Thumb drive or CD: mail or hand deliver to North Georgia Conference Communications Office, Attn: Sybil Davidson, 1700 Century Circle NE, Atlanta, GA 30045.

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 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 secondary visuals.

Prepare Your Presentation

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

2. 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 “Bound for Greater Things,” based on John 14:12-14. The Conference will also celebrate 150 years. You might consider including the year your organization or ministry began and significant historical highlights in your report.

3. Remember Your Audience
You will be speaking to approximately 2,800 clergy and lay members of the North Georgia Conference. For some it will be their first time at Annual Conference and for others it will be their 21st time. Annual Conference members are committed United Methodist laity and clergy.

4. Follow These Power Point 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. 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.
  • 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.

5. 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 camera microphone DOES NOT allow appropriate sound to fill the arena in which you video is playing. 6.

Reminder: All Audio Visual Material Must Be Approved in Advance

Please note that your video or power point must be approved prior to the conference session. The 2016 Annual Conference Technical Team reserves the right to decline use of video or power point for any reason, but primarily screens for inappropriate content or a lack of professional production values.

Have a Backup Plan

Whatever your plan for your 2016 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.