PowerPoint Planning Tips and Emergency Tips for Toastmasters

PowerPoint Emergency Planning Tips:

  • Plan for the worst and have a backup plan.
  • Be prepared to give the presentation sans slides.
  • Save multiple copies of the presentation: on your laptop, on a zip drive and email it to yourself.
  • Save the PowerPoint as a PDF. Different operating systems, Windows and Mac versions will render your PowerPoint differently, especially if you are not using a standard font, it will default to either Arial or Times New Roman. If you don’t have a PDF creator, you can download a good free one at http://www.cutepdf.com/products/cutepdf/writer.asp (Windows).
  • Don’t forget extra batteries for your clicker.
  • Bring Key Handouts that you can talk about if needed.
  • Have a whiteboard and markers available as a back-up.
  • Bring a backup laptop if available.
  • Bring a backup projector if available.
  • Bonus: bring an extra long extension cord with a splitter.

Places to list/upload your PowerPoint:

Listing your PowerPoint on Slideshare (even just the free version) can increase your SEO (search engine optimization) for your website or blog, plus give your business or cause more exposure. Make sure you put relevant keywords in your description and include any relevant links to external content.

Tips for delivering an effective presentation

  • Show up early and verify that your equipment works properly.
  • Make sure that all equipment is connected and running.
  • Turn off any screen savers.
  • Check that the projector’s resolution is the same as the computer on which you created your presentation and the sizing is going to be accurate.
  • Check the colors on a projection screen before giving the actual presentation.
  • Ask your audience to hold questions until the end.
  • Have the slides be queues for what you are going to talk about, not a verbal of what text is on the slides.
  • Monitor your audience’s behavior, are you interacting with them, engaging them.
  • Involve your audience. Ask questions, make eye contact, use humor if appropriate.
  • Edward Tufte, the leading expert on visual presentation techniques, advises speakers to always prepare a handout when giving a PowerPoint presentation.
  • Practice, Practice, Practice, Practice, Practice, Practice, PRACTICE

PowerPoint Tips:

  • Try to stick to less than three topics per slide, think of a doing a 5-7 minute CC speech, too many examples or details ruins the impact of each slide.
  • If someone got a copy of your slides without hearing your narration, the slides should not make sense on their own.
  • The rule of 4 by 5, says four bullet points of five words each. The rule of 33 says a maximum of 33 words per slide. (but this is not a hard and fast rule)
  • Plan to spend between five seconds and three minutes on a slide, with many slides remaining up for 15 to 30 seconds.
  • Try to avoid using slide effects or noises, they distract from the presentation and can be prone to glitching.
  • Use Color.
  • Use Contract.
  • Use Bullet Points Sparingly.
  • Brand your PowerPoints, if you have a business or organization, try to incorporate logos or business information in a non-obtrusive way. Have clear consistent branding on each slide.
  • Brand your handouts, if you have a business or organization, try to incorporate logos or business information at least at the end of the handout packet.
  • Use upper and lower case text, NOT all caps
  • Font size must be large enough to be easily read. Size 28 to 34 with a bold font is recommended
  • A font size of 28 to 34 with a bold font is recommended for subtitles. The title default size is 44. Use a san serif font for titles.
    • A one-inch letter is readable from 10 feet.
    • A two-inch letter is readable from 20 feet.
    • A three-inch letter is readable from 30 feet.


  • Dark Blue to project a stable, mature message – has a calming effect
  • Red or Orange to trigger excitement or an emotional response
  • Green to make audience comfortable
  • Yellow to get audience attention quickly (more so than any other color)
  • Gray to promote the idea of “quality”
  • White to project honesty/sincerity
  • Black is not appealing to most viewers
  • To keep an audience focused, use dark colors for background and lighter colors for text and illustrations. The eye is naturally drawn to lighter areas and lighter and warmer colored objects appear closer than dark objects.

Inexpensive Stock Photo Sites:

©Forfeng Designs/Forfeng Media 2014   http://www.forfengdesigns.com

About Chef Forfeng

Innkeeping Tip and Tricks: Please check out some marketing ideas for Inns and B&Bs, Blogging ideas, Facebook Tips and Social Media Tutorials http://chefforfeng.wordpress.com/marketing-for-lodging-resources/
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