If you are introducing a speaker at the conference this paper may help...
Introducing Your Speaker
Using the Voice and Body
Effectively
Facilitating the Session
Minding Your Do's and Don'ts
Thanking Your Speaker
Checklist #1 - Before the Conference
Checklist #2 - At the Conference
Checklist #3 - After the Conference
Introducing Your Speaker
Suggested Outline
Introducing a speaker is one of those jobs that doesn't get much attention--if
it is done right. When it is done poorly, everyone notices. A good
introduction is a good speech--well planned, rehearsed and delivered with a
purpose. Remember that you are the link between the audience and the
speaker. Your speech should have a two-way goal. Most people simply
introduce the speaker to the audience. It is much better to introduce the
audience to the speaker as well.
Your speech of introduction should answer these four questions:
- Why this speaker?
- Why this subject?
- Why this audience?
- Why at this time?
You don't have to present the answers in that order. For example, if
the subject of the guest's talk seems far from the experience or interest of the
group, perhaps you need to first answer the question--"Why this
subject." If the "timing" of the event is critical--then
answer "Why at this time." Whatever order you answer the
questions, remember they are just the discussion part of your speech.
Below is a suggested outline for your complete structure:
- Introduction
A. Attention-getter
B. Preview
- Discussion
A. Why this subject?
B. Why this speaker?
C. Why this audience?
D. Why at this time?
- Conclusion
A. Review
B. Memorable statement: formal introduction of speaker
Using the Voice and Body Effectively
Tips for Delivery
Good delivery can enhance content; poor delivery undermines content.
Your introduction of the speaker will set the tone for the entire
session. An audience carries away an impression of you that can
outweigh the words you say. Research tells us that how you look and
sound constitutes 93 percent of the impression you make. The following
are some "tried and proven" tips for effective delivery:
- Posture is critical in making a good impression. Walk to the front
of the room with dignity and authority.
- Pause and survey the room before you speak; pick out friendly faces.
- Smile as you begin to talk.
- Look at your audience as you speak. Stop talking to look down at
your notes, then look up and resume.
- Keep your eyes on one person for a full thought. Making eye contact
with the audience helps relieve anxiety.
- Gestures are important in presentations. Keep your hands at waist
level and allow yourself to gesture naturally.
- Use variety in your voice; alter your pitch and rate for emphasis and
phrasing.
- Pause to let the audience absorb information. This lets you
emphasize a point nonverbally.
- Speaking in a quiet, confidential tone is a strong way to occasionally
make a point.
- Keep phrases short so you can deliver them in one breath. (8-10
words)
- Analyze your notes and mark them for emphasis.
Remember the three components of effective delivery are:
- Confidence
- Animation
- Relaxation
Facilitating the Session
Tips and Techniques
Introducing the speaker, managing the time during the session, and thanking the
speaker may be the extent of your responsibilities. However, be prepared
to assist during the Q&A. Be sure to listen attentively during his/her
presentation so that you can be effective in this capacity. Below are
tips and techniques relative to facilitating an engaging Q&A:
Tough Questions--Good Answers:
- Preparation is the key to feeling in control of the Q&A.
- Analyzing the audience is the number one priority.
- Anticipate difficult questions.
- In many cases, you can set ground rules. When possible, make things
as comfortable for yourself as you can.
- To stimulate questions, ask one of yourself.
- Don't dodge evade questions. If you don't know the answer, say so
and volunteer to get the information to the questioner. Or, in some
cases, you may want to throw the question out to others in the audience.
- When you don't know the answer to a question, try to bridge back to
something pertinent that you do know.
- Watch for negative language in questions. Never repeat negative
language in your answer.
- Use the bridging technique to turn negative questions into positive
answers.
- Always pause before answering the question.
- Don't repeat questions--unless the audience really can't hear them.
- In an adversarial encounter, move your eyes to another questioner as you
finish your answer. This prevents follow-ups.
- Keep answers short. Thirty seconds to a minute is appropriate.
- Leave on a high note. Always summarize key points in a positive
manner.
- Thank the audience for their good questions (if indeed they were good.)
Difficult Questioners
- Be prepared to express pride in your ideas in response to the supporter's
questions or remarks.
- In response to a Nitpicker, stick to your guns if the point
is important; if it isn't, concede that the fact may be true and offer to
talk with the person after the session.
- Be aware of Negators. Stay calm. Don't buy into
the person's negative tone or words. Don't get caught in a fight.
- Once you know you've got a Filibusterer on your hands
(thirty to forty seconds should be long enough to tell), intervene by using
the person's name (if you know it), and expressing concern over issues being
raised. If you don't know the person, ;take back the floor' by echoing
the Filibusterer's words and bridging to another point.
Minding Your Do's and Don'ts
Your 'bottom line'
Do's:
- Set the tone of the session.
- Know your speech thoroughly.
- Be accurate.
- During the session, be attentive.
- Say the speaker's name more than once in the introduction.
- Keep your remarks brief. (1 1/2 to 2 minutes is long enough)
- Rehearse!
Don'ts
- Don't make it a speech about yourself.
- Don't give the speaker's speech.
- Don't build up the speaker's skill as a speaker.
- Don't use humor without being positive that is appropriate.
- Don't save the speaker's name until last--unless surprise is valid.
- Don't forget the speaker's name.
Thanking Your Speaker
End on a good note!
At the end of the session, there should be a 'public thank you' to the
speaker. Your job is to express appreciation on behalf of the
audience. The following are points to guide you in this responsibility:
- Be brief.
- Be sincere. If, unfortunately the speaker turns out to be dull and
boring, don't overdo the 'thank you.' However, observe the rules of
courtesy.
- Tie your remarks to key points the speaker made, and how those points
contribute to the goals of the conference.
- Lead the audience in applauding the speaker's presentation.
- If appropriate, provide a 'bridge' for the next session. Make any
necessary announcements that the conference leader wants you to make.
Checklist #1
Before the Conference
The following items are important points to address with your speaker before the
conference date:
- Most importantly what is the critical information about the speaker, the
content of the presentation, and the audience?
- Name and purpose of the sponsoring organization?
- Who is the Program Chair? His/her phone number?
- Date of the presentation?
- Time of day?
- Description of the location/equipment:
-Exact location? Phone number?
-Size and seating configuration?
-Podium? Table-top lectern? Place for notes?
-Can room be darkened for PowerPoint shows?
-Is a microphone necessary? Available?
-What equipment will the speaker require? What will he/she bring?
-How will handouts, printed information be handled?
Checklist #2
At the Conference
If you have adequately addressed the items in Checklist #1, your job should go
smoothly at the conference. However, it always pays to be vigilant.
Always expect (and plan on) the unexpected. To avoid any logistical
barriers or interruptions, make sure the following items are covered:
- Know when your speaker will arrive.
- Make sure your speaker has appropriate equipment. Brief speaker on
anything that has transpired at the conference that might impact his/her
session.
- Check the general content of your introduction with speaker.
- Remind speaker of time limitations of session.
- Assist with handouts, running computer, keeping time, facilitating
Q&A, etc. (depending on the wishes of the speaker).
- Sit where you can pay close attention to the presentation, but where you
can conveniently "run interference" for the speaker such as
closing a door if there is noise in the hallway, etc.
Managing the Time -- Diplomatically
Ultimately, you are responsible for managing the time that has been allotted
your session.
- Before the session, discuss with the speaker how Q&A will be handled,
and how much time he/she wants to reserve for this.
- Offer to give the speaker a signal when it's time to begin Q&A.
- If, for some reason, the conference agenda has been delayed and the
schedule is "off track", make sure you and your speaker knows what
the "new" time schedule is for your session.
- Remind the speaker of the time the session should end.
- If the session is getting "dangerously close" to the end time,
and the speaker does not appear to be summarizing the presentation, signal
to the speaker to wrap up.
- If there is Q&A at the end, and the session needs to end, stand up
when you see a break in the questions and say something like..."I think
we may have time for one more questions, etc."
Checklist #3
After the Conference
Your responsibilities may not extend beyond the conference. However, there
are a few things you may want to do as a courtesy to your speaker. The
following are some suggestions:
- Before the speaker leaves the site, get from him/her any handout, disk or
material that conference leaders need to send out to members not present.
- E-mail, call, or write the speaker to thank him/her again for
contributions made tot he conference.
- Ensure that the speaker received an evaluation (if sessions were evaluated
as part of the conference activity.)
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