An explain article

Sven Hager - explain Founder & Co-Owner

From a stage, you can move people—and in grand style. It's not only used by politicians and rock stars but also by companies. In so-called 'corporate events,' it's about making important communication moments experienceable as an emotional overall experience for customers or employees. Although presentations often play a central role in such events, they are still too frequently only given secondary attention.

I've seen speakers being announced only for the stage to remain empty. Speakers who wanted to take the stage but couldn't find the stairs. Or, once they got to the top, they asked if they could actually be heard and then—blinded by the spotlight—fell down. Or the classic laptop failure. Worse yet, the mental total blackout. That's why stages are a hostile environment for many and trigger flight reflexes in some.

To successfully 'merge' the stage and speakers at your next event, here are our most important 'Key Learnings' for great event presentations.

Theatrical sets make actors visibly arrive at the scene of the action, immersing the audience deeper into the story. The same goes for presentations. The task of presentation scenery is to enhance the speaker's impact to take the audience along on the journey. Therefore, not much can be expected from standard setups with a podium, colored lights, and a 16:9 screen.

The goal is to maximize the presentation setup without the visuals distracting from the speaker. The art is to place the person at the heart of their story. To make people shine on stage—without shining lights directly into their eyes.

For this, the speaker needs slides that enable this effect. Not white text slides, but graphics, images, photos, and designs that act similarly to theatrical sets. Preparing the stage also involves defining a movement area for the speaker. That's why TED Talks have the iconic red round carpet. Note screens positioned strategically in the auditorium are also important, allowing the speaker to glance around. And not to forget: a visible countdown clock.

There are various reasons why many speakers work on their presentations until the last minute. However, for an event manager, this poses a risk and means increased stress. Speakers who quickly assemble slide decks and present off-the-cuff typically speak for too long and fail to communicate their points concisely.

To avoid this, every presentation should be written as a speech beforehand. It helps to think through what needs to be said concretely and anchors the content in the speaker's memory. Not more than 120 words per minute, preferably 100—including pauses.

Rehearsals and coaching are necessary to test and improve the speech and develop a sense of timing. Only then should slides be designed. These also need to be refined iteratively through rehearsals. This results in a presentation-ready presentation, step by step. This takes weeks.

The presentation should be finished at least one week before the event, so the speaker can internalize the content calmly and appear prepared for the dress rehearsal.

The goal is clear:

The speaker should not have to deal with the technology; they should focus solely on their impact.

Stages are a hostile environment for many. Therefore, it's crucial that speakers develop a feel for the stage and room in advance: the movement radius, lighting conditions, positions of note monitors, and countdown clock.

During the stage inspection, the entire process should be clarified: wiring, microphone control, entrances and exits, position and handover of the clicker. At least one additional rehearsal before the final rehearsal is advisable.

Run-throughs with the technical crew are necessary for the overall process, including intro, moderation, videos, and lighting changes.

As speakers are under high tension, a comfortable backstage area should be set up: a retreat area, water, possibly simple aids against hoarseness. Technical backups are mandatory: spare microphone, backup clicker, clear emergency plans in case of failures.

All the best for your next event!