When someone invites me to be the lecturer at their conference, they usually get a list of questions from me first. Questions that help me prepare myself for the lecture and to create the unique experience for the audience.
At first, these questions cause panic and fear among the organizers, but they soon realize these questions can help them prepare themselves better for the organization of the conference.
Time flies when you’re on stage, but sometimes, your font settings don’t. 🙂 That’s why this next question is crucial for every conference organizer:
Will there be time for a proper rehearsal?
When I speak at conferences, I always try to arrive the day before, while the stage is still being set up. That way, I can see the technical setup, feel the vibe, and maybe even give the technicians a few helpful suggestions.
Why is a rehearsal important?
Because good presenters don’t just deliver slides, they deliver an experience. And to do that, we need to:
- Check what kind of microphone we’ll be using (I always suggest the one I prefer if possible)
- Test the clicker/pointer and, if I can, install support software for my Logitech Spotlight
- Walk on stage and check the lighting, especially which areas are too dark for facial visibility
- Run through the entire presentation, to make sure fonts haven’t broken and transitions work as expected
- Confirm whether the latest version of my slides is actually on the conference laptop (it often isn’t!)
If it’s not, I always carry:
- My laptop (in the hotel room)
- A USB stick with the latest version of the presentation
- A copy of the presentation on Google Drive, ready to send to the AV team on short notice
Font safety and presentation formats
I usually use fonts like Arial, Verdana, or Calibri, which are rarely a problem. But since I ask organizers for a slide template, there’s a chance they might merge all speakers’ slides into one deck. That often requires adjustments.
If you’re using PowerPoint, embed fonts and send the file as a .ppsx (PowerPoint Show). If you don’t use transitions, export as PDF for maximum reliability.
Using Google Slides? Make sure the presentation computer has internet access and avoid making last-minute edits 10 minutes before going on stage. You’ll probably break something (or introduce a typo).
Speaking of typos – always have someone else proofread your slides. Or read them yourself again a few days later with fresh eyes. And please don’t finish your presentation the night before. It may sound cool, but your nerves won’t think so the next morning.
Also: create your slides in 16:9 format, which is now the standard. If the organizer surprises you with a 4:3 or 16:10 setup… good luck.
What about sound and video?
I rarely use embedded audio or video, but if you do, you absolutely must test them during rehearsal. “Yeah, everything works, don’t worry” is not a valid technical check. Every presenter should test how their slides behave, and how audio/video behaves within those slides.
One failed click can ruin weeks of preparation.
True story from Konverzija 2025
There was no technical rehearsal the night before, but I trusted the excellent AV team based on past experiences (and once again, they delivered!).
But… when I got on stage as the first and keynote speaker, I realized the version of my slides was couple of days old. The latest version hadn’t been uploaded!!
So I called out the organizer by name (nicely!) and joked about it, and just kept going. The audience laughed, and everything continued smoothly.
You have to be ready for things to go wrong and when they do, don’t panic. Just move on like nothing happened. Most people in the audience won’t notice, and even if they do, they’ll appreciate your grace under pressure.
Bonus: the typo that lasted for months
A few months ago, a dear colleague of mine Steen Rasmussen pointed out a typo in one of my English slides. A bad one. It completely changed the meaning of a key sentence and I had already presented it at several conferences! :O
I never noticed that and now I feel ashamed because I’ve been delivering the wrong message to my audience several times. That’s why I always try to give constructive feedback to fellow presenters after their sessions. We all get better that way.
Final thoughts
Rehearsals aren’t about being perfect. They’re about being prepared, for what you expect, and for what you don’t.
So my next question to conference organizers is simple:
Can we have a quick rehearsal, or should I just bring my own lighting, laptop, pointer, mic, water bottle and backup plan? 🙂
Take a look at other questions for conference organizers, which help me prepare myself for the audience.
Also, if you want me to help you organize your event or to hire some great speakers, do no hesitate to contact me 🙂