Presenters Guide

Thank you very much for presenting / giving a talk.

If for some reason you can no longer take part, or wish to participate remotely, contact Green Room via the #green-room-general channel on the online Discord or e-mail greenroom@eastercon2024.co.uk and they will make the appropriate arrangements.

! Key points for experienced presenters

These are things we are maybe doing differently to other times you have presented.

You must send your slides in advance to tech@eastercon2024.co.uk by Monday 25th of March.

At the start of the item, ask for a member of the audience to volunteer to:

  • Take the mic round to people asking questions 
  • Monitor the Discord thread for the programme item for questions

Without these two things, people watching the stream will not be able to participate in the item fully.

If you have a one hour slot, plan for a 30 minute talk with 15 minutes for questions.

Tech need time in-between items for admin so please do not overrun, even though the next item may not start for a little while.

If you have any tech requirements beyond a microphone and slides, e-mail tech@eastercon2024.co.uk as soon as possible to make the appropriate arrangements. This includes things like music and lighting cues. Don’t assume tech or programme have inferred your requirements from the item description.

If this is your first time as an Eastercon presenter, or if you haven’t presented often at Eastercons, the timeline below may help you plan your session and minimise your stress levels.

Before the convention

  • Send your slides in advance to tech@eastercon2024.co.uk by Monday 25th of March.
    • After 25th March we may be able to take your slides, but we cannot make any guarantees.
    • Slides should be in PowerPoint (.pptx or .ptt) or PDF. If you need to use another format, contact tech as soon as possible.
    • Slides should be in the 16:9 aspect ratio.
    • We will provide a clicker to control the slides, and you will be able to see them on a comfort monitor visible from the presenting position at the front of the room.
    • You will not be able to just turn up and use your own laptop to drive the presentation. If you have a strong need to use your own laptop please ensure you let us know in advance. You will need an HDMI connection (or appropriate adaptors).
  • If you have any tech requirements beyond a microphone and slides, e-mail tech@eastercon2024.co.uk as soon as possible to make the appropriate arrangements. This includes things like music and lighting cues. Don’t assume tech or programme have inferred your requirements from the item description.

20+ minutes before your item

  • Go to the green room to let them know you are here.
  • The green room will take a drinks order from you so as to to provide you with a free drink.

15 minutes before your item

  • Head to the programme room. If you’re not sure which room you’re due to be in, the Green Room team will be able to tell you.
  • Work with the tech in the room to set up anything you need and then do a slide and sound check.
  • Please remember that microphones will be live and streaming before the item starts. Avoid private conversations.

At the beginning of your item

  • Ask for a volunteer to:
    • Take the mic round to people asking questions. 
    • Monitor the Discord thread for the programme item for questions. 

During your item

  • Make sure you use the mic. If you don’t then even if the people in the room can hear you, the people watching the stream will not be able to. If you are unused to using a microphone, you can read our microphone technique guide.
  • If you have a one hour slot, plan for a 30 minute talk, followed by 15 minutes for questions.
    • Near the end of the item someone may come in the door to catch your eye and let you know you are close to the end and should be wrapping it up, but don’t rely on them.
  • Try to avoid just reading a paper. Try to make eye contact with the audience, or look at a chair on the back row, or at the camera.
  • If you are reading, you can fit in around 2500-3000 words (speaking faster just means no one can understand what you are saying).
  • If you are using slides, a good average timing is one slide per 5 minutes.

When taking questions

If you are taking questions:

  • Make sure people wait for the mic before asking their question (or repeat the question if it is short).
  • If you are looking for questions specifically, rather than comments, you can:
    • Remind people they can put comments in the Discord
    • Say “We are taking questions first, and then comments if there is time”
  • If a question is problematic, it is okay to refuse it. 
  • Mentally quarter the room and take questions in turn from each quarter and the Discord.
  • Avoid using pronouns or gender specific expressions. Instead of “the lady, back left”, try “the person in the back left in a red sweater”.
  • Do not allow follow up questions or comments unless you are truly desperate for questions or (and this is important) someone is challenging the response of a panellist because it’s really problematic.

At the end of the item 

  • Thank the audience
  • Direct the audience to take conversations to areas outside the panel room, or into the Discord thread.
  • You may find people coming up to you immediately after the end of the panel because they have further questions or comments. It’s okay to say “I’m sorry but I have to go somewhere right now. How about you catch me in the bar later, or put it in the Discord?” if you don’t want to deal with these immediately. If all else fails, remind people that you need to clear the room for the next item.

Now relax. You’ve done it!

Further questions

If you still have any questions, you can get help by: