I was presenting at my first conference of the year last week, which is a sign that conference season is soon to well and truly kick off. I know that this often puts many of us in a state of anxiety. We know that conference presentations are important for both getting our work out there and also for personal and career development. Presenting however, can feel like quite a high stakes manoeuvre, especially if you are not comfortable with public speaking. With this in mind I thought it might be useful to share some tips that I have learnt, in the hopes that it might help with your next upcoming session.

1 – Know your audience

The first thing to realise is that we often make presentations about us, when actually they aren’t really about us at all, they are about the audience and what we are trying to achieve on their behalf. We are often given a fairly generic topic to speak on, or have submitted an abstract of what we wish to present. That’s great but actually probably doesn’t have enough clarity to start putting together the session. My first step whenever I’m asked to speak is to think about the learning objectives for the session. What might benefit the audience most? What are they expecting? Learning objectives act as a guidepost, and I will usually include them with the blurb I’m asked to write for the agenda. This means that people selecting their sessions will be able to make an informed decision about whether your session will work for them. Are you pitching an introduction level session or an update on the latest research that assumes pre-existing knowledge? You want to match your pitch to the audience that you are expecting.

It is also worth thinking about what kind of atmosphere is likely to be present? Is it a fairly informal setting where the session will be more discursive or is it a formal conference session where you may need to prepare for possible confrontational questions? Prepare for questions and queries whilst you’re preparing your session, try to think about the rabbit holes that the audience might want to go down and for any potential pitfalls where you will need to have a pre-prepared strategic response. If you’ve been clear about what the session covers and audience pitch this should be less of an issue, but it’s always worth being prepared.

2 – Be prepared to bring your authentic self

One of the things I’ve come to truly believe is that, no matter how formal the session, you should bring your whole self to it. I’ve written previously about how we should feel free to wear clothes that empower us, and conference sessions are no different. This can be something as simple as wearing your favourite colour, but whatever it is, delivering talks is easier when you feel good and empowered so do whatever you need to feel that way. My top tip is that whatever you decide to wear, ensure that it’s comfortable. I used to wear heels to speak but now I always wear flats, as I’ve decided that the pain isn’t worth it for me, especially when you consider how long you will be networking after your session.

The other place were I try to ensure that I also include something that is a little bit me, is within the presentation itself. Again, this can be levelled dependent on setting, sometimes I just choose a colour scheme or icon that speaks to me. Other things you can include are quotes or images that are meaningful to you. Again, it doesn’t have to be something big or in the face of your audience, but something that centres you and makes you feel more like you own the space you are presenting in. Sometimes however going big is the way forward, sometimes making something memorable is the right approach, it all depends on your confidence level and the setting.

3 – Judge your session

I’ve talked up above about thinking about how informal/formal the setting you are presenting in and how this can impact on your content. There are however other things that are beneficial to think about in terms of expectations for your setting. The type of session will dictate a number of things, as will time slot and room allocation. If you know the venue you are going to you may be able to predict numbers of attendees for instance, if you are allocated a room you may be able to find out whether its for 15 people versus 1500. High numbers of attendees will limit your options for interactions, as will being given a 15 minute time slot.

Common types of sessions include:

• Debates
• Research presentations
• Topic presentations
• Workshop
• Plenary or keynote
• Speed presenting
• Poster presentation
• Careers presentations
• Panel sessions

There are obviously others but these are the main ones that spring to mind. Just from looking at the list you’ll be able to see how different ones will attract people with different levels of pre-existing knowledge or interest. There are some key questions that are worth asking to help you support judging your session when the email comes in. First, always confirm length of session and whether or not this will include time for questions. Second, ask about number and types of attendees both for your session and the target audience for the conference/meeting itself. Finally, as this will impact your options for engagement with large audiences, will there be free Wi-Fi available for attendees so they can access voting apps? Don’t feel like this information should confine your creativity and what you want to undertake but build any limitations into your thinking in order find solutions ahead of time. Finally, please please please never be the person that delivers a 40+ minute talk despite being given a 30 minute slot.

4 – Use the agenda to guide you

Once the agenda is released and you’ve starting to build the content of your session you can also use it to help in your preparation. Your timing and position on the agenda can influence the build of your talk. If you are directly after lunch, you might want to think harder about the engagement side to wake everyone up and get them back into the flow. If you are just pre lunch, you might want to stack some of your more exciting parts towards the end and build towards them to ensure you keep the audiences attention. If you are going first or last you probably need to start and finish with a bang. 

The other area where the agenda can really help you is to see what others are covering, especially if they’ve listed any focuses or learning objectives in their descriptions. This may mean you can get valuable slides back if someone is talking on a similar topic ahead of you, and will therefore have given a lot of similar introductory slides, thus giving you more time to build on the subject in your slot. It can also give you ideas of areas to avoid, so that you don’t give too much overlap. One of the things to not do is be intimidated by anyone else on the agenda. If you are speaking/presenting you have earned the right to do so, it doesn’t matter if the person before you is Dame X or Professor Y, acknowledge what that might do to the atmosphere in the room (i.e. may mean you have a larger audience) and then plan as if they were any other speaker.

5 – Have a plan on how to engage attendees

Engagement can start before the event even begins. If you have a poster session for instance, you might want to share a picture of your poster and it’s location on social media. Sometimes I also find running polls can help with working out pitching your session, and also in building engagement so that you are more likely to get an audience. This can be especially important if your session is at an event where there are multiple sessions running at the same time and therefore you almost need to sell why someone should comes to yours when there is so much choice available. Taking some time to raise awareness via social media using the event # can be really beneficial under these circumstances.

Depending on the availability of Wi-Fi and session details you may also want to consider using tools or apps to support interaction with the audience during your session. You can use tools such as Mentimeter and Slido to build voting or other forms of interaction into your session. This approach is especially important if you are asked to do a workshop session. It’s also worth asking additional questions during the prep phase, such as the type of seating, to see whether it would support group discussions.

Even if you are giving a standard presentation without interactive tools you still need to think about how to engage your audience. There obviously many different ways of doing this, starting from basics like pitching correctly so you bring your audience with you. If you can bringing yourself to your session by using framing such as story telling it can really help, alongside the use of humour. You can even think if there are props that would be appropriate to support what you’re talking about, although you also don’t want to make it gimmicky. Whatever tool you feel comfortable with, practice using it as it will make sure your session is more memorable.

6 – Make sure you have a plan B

Things go wrong, they do, despite your very best endeavours. Having a plan B in your pocket never hurts. This can be as simple as having a USB with your slides on it with you in case they haven’t managed to load it before you arrive. If I’ve included videos or anything else ‘fancy’ in my presentation I will always have a plan B and C. Plan B is an extra copy of my talk without the ‘fancy’ bit in it in case it doesn’t work when I test with the AV tech ahead of my talk. Plan C is a script in my head that I can use to describe the video in case it worked on test and suddenly fails during the real thing. If I’m doing a smaller session, I will also sometimes arrive with print outs of my slides so that I can approach it old school if needed.

Having a plan B is especially important if you are using voting or something tech related. If your entire session is going to be based on audience participation you need to have a plan if no one there can get signal or access to Wi-Fi. It’s worth building this flexibility in when you are developing the session so you will not need to entirely wing it if the unexpected happens to you.

7 – Be prepared to push yourself

I’m just throwing this out there. You should be prepared to push yourself into a space where you feel uncomfortable. Growing your skills is a never ending task, even if you feel like you are a pretty good public speaker, there are always things to learn, improve and do better. Sometimes the very act of speaking is a sufficient push because it’s not an area in which you feel comfortable. If you are comfortable talking ‘science’ maybe also stretch yourself by bringing more of yourself into the session. Embrace the creative possibilities and strive to have more impact, build better engagement, be more memorable. Read and research on the topic of how to present better in the same way that you would read and research your content and find inspiration about the next thing you could try.

8 – Facilitate a relaxed state of mind

Having just encouraged you to step out of your comfort zone by planning your presentation I also now want to encourage you to remove the stress that can be present outside of the speaking component itself. I speak from experience. I once agreed to speak at 2 conferences on the same day, on different topics and in different cities. This was beyond foolish. There simply wasn’t enough time to get from point A to point B and I arrived to land on stage for the second session with 1 minute to spare. I’ve also learnt that travelling up on the day of a session doesn’t work for me, it just makes me too stressed. I now will always travel up the night before, even if I arrive really late, because then I can go to sleep knowing that I’m where I need to be rather than lying awake all night stressing about whether an act of god will stop me making it to my session.

I also comfort myself by reading up on the areas that I have identified during my gap analysis that I might get questions linked to, or to reassure myself – even if it’s a topic I know really well – that I have up to date information and references. Feeling like you are walking up to a podium prepared is the best way I have to remove any of my stress linked to presenting.

9 – Plan to do your own timing

This is one I have learnt the hard way. I don’t like clocks present in the corner of a screen when I’m presenting as I want to be looking out at the audience and connecting when I’m speaking not constantly looking down at a monitor, probably slightly influenced by the fact that I don’t use notes as it enables me to feel more organic. I know some of you will feel differently. I’ve learnt to manage this by having a phone with a big clock (on silent) with me when I present so I can see it as I move around. I know that there will often be Chairs or speakers who will signal when you have 5 minutes left. I personally find that I need to pace my session throughout, as otherwise at 5 minutes I could be left with waaaay too much to cover, and so I like to time check myself. The final reason I do this is that I have been caught out. I’ve turned up and started a presentation and realised there was no clock or timing device visible anywhere. The panic, for me, at that point is real people, it’s a real stressor for me. You may have a different thing that triggers you, but once you identify what it is, do your best to have a plan to redress it so it doesn’t distract you from the moment you are in.

10 – Use the opportunity to build your networks

This last one I think is really important, if you are given the opportunity to have a platform use it! No matter how nerve racking it is, no matter how much you may not like presenting. In fact, if this is not your naturally comfort zone all the better, go out and seek opportunities that enable you to do it more. With practice comes familiarity and skill development. Don’t feel alone in your discomfort, but do know that there will be something in you that can inspire and give confidence to others. The world needs to see more people like you, whomever you are, especially if you have the courage to bring some of yourself to the podium. There is not enough diversity present on agendas and that is something that needs to change, and we need to have the courage to do that together as a collective.

The other thing to bear in mind is that so much within health and science is dependent on who you know. It’s probably not fair but it is true. Connections and networks are where you gain invites and opportunities, and presenting and meeting people is a big way to build these relationships. Whether you do this by following the hashtags for the event on social media, by speaking to those presenting or partaking in networking and social events at the meeting, networking is key. For those of you, who like me, find networking challenging I’ve previously written a post which I hope might help, but presenting is often an easy way to do it as people will come to you and you already have a shared interest through the topic. Whatever your level of networking comfort it’s worth putting in some time ahead of the event to think what your strategy might be, and who you might want to catch up with.

I really hope that this post will help support you, no matter how many presentations you’ve done, to bring a little bit more of who you are to the room you are presenting in and to be a little bit braver in some of the choices you make when developing sessions. I also hope that by sharing some of the learning I’ve gained by making mistakes, or making life harder for myself, that you won’t make the same ones. If you have any other top tips that you’ve gained to support presentation preparation then please do add them in the comments. See you at the podium!

All opinions in this blog are my own