Your Wish List, Our Command: 24 Questions for Your PowerPoint Template

One of the many specialized services we provide here at CMW is designing PowerPoint templates. If you’ve worked with us on a PowerPoint project before, you know how our attention to detail, consistency, and tastefulness create streamlined and organized presentations. And if you haven’t — we’d love to help!

But as much as our extensive graphic and online experience in design and layout make us the perfect people for the job, each individual project is different — each one has its own requirements, specifications, and challenges to meet (you can count on that customized, personal service!). And that means that one of the most critical pieces of the process is communication.

We’ve discussed on the blog before how important communication is. In “You Don’t Know What You Don’t Know”, we pointed out the simple idea that if a client hasn’t communicated a need, or the supplier hasn’t asked — it won’t be in the final product, because you don’t know what you don’t know. Then, step one of the LEAD Quality Process model was LISTEN — listen to a client’s needs. Communicate!

Communication becomes even trickier when working with a client who is servicing another client. We’ve experienced this with our PowerPoint template service. We need as much information as possible to ensure a completely satisfying product — but without direct communication, details might get lost in the shuffle — and that is a sacrifice of quality.

But fear not! CMW is and has always been about solutions. We have design solutions for you — and we have the solutions to the challenges we come across in our own process, always evolving and improving. That’s the idea behind our PowerPoint Template Design Questions, a comprehensive list that a client can fill out, or have their client fill out — to convey their precise vision. A wish list, if you will. Take a look! 

  1. What is the primary purpose of this template design?
  2. What is the key message that you want to communicate to the viewer?
  3. Will this template be used for one or multiple presentations?
  4. Who is/are the presentation(s) directed to?
  5. When you envision the template, what do you see?
  6. What feelings or specific keywords would you use to describe your visions?
  7. Is there something you’d like to base the look off of?
    • Style-guide, website, drug logo, corporate logo, current branding, area of disease, science site of disease, MOA, existing artwork, new artwork, other
  8. What type of template is required?
    • Corporate, clinical, professional, cutting-edge, scientific, marketing, high design, sales, other
  9. What are your strengths as an organization?
  10. What is your company / the drug’s image?
  11. What image would you like to portray?
    • Clinical, classical, technical, sophisticated, fun, other
  12. What kind of look do you prefer?
    • Feminine, techy, iconic, bold, masculine, edgy, other
  13. Are there specific images you would like incorporated into the design?
  14. Do you have any color preferences? What you’d like to see used / what colors should not be used?
  15. Can you provide samples of what you dislike?
    • Previously used PowerPoint template, websites, brochures, ads, etc.
  16. Can you share up to 5 images/themes that you like or “Inspire” you when you think of what you want this template to be)?
  17. What logo(s) should appear in the design, if any?
  18. Are there any corporate guidelines or restrictions that apply?
  19. Would you prefer a light or dark background?
  20. Will you require a meeting theme slide, walk-in slide or special title slide(s)?
  21. Can you provide a rough draft of the presentation content?
  22. We will do both widescreen, 4:3, or both?
  23. How will this presentation be viewed? Large screen, laptop, iPad?
  24. What will the content consist of? Text heavy? Charts? Or more open, lighter content?

Click here to get the downloadable PDF.

We are confident that a specific and thorough list like this will create much stronger and clearer communication between client and supplier, and vastly improve the quality of a final PowerPoint product. We want (and you want from your client) as much to work from as can be provided — because that means the final product will meet every last satisfaction! These questions, when answered in full, can cover all the bases — and make that happen.
So the next time you or your client is in need of the perfect PowerPoint template — call CMW, and we’ll get the process started with these questions. Communication is key. We want to listen to you! Your wish list is our command.

The LEAD Quality Process Model: ANSWER & DELIVER

Hello again! If you’ve been following, we’ve been sharing with you the steps of a tool for quality control that we at CMW believe in, called the LEAD Quality Process Model. LEAD stands for:

L: Listen

E: Evaluate

A: Answer

D: Deliver

It’s a simple (yet still thorough) layout to help you accomplish the most (and the most, most effectively) out of each phase of a project or problem that needs resolving — basically, anything that requires a high-quality solution. We’ve discussed steps one and two, Listen and Evaluate…now, it’s time to complete what you started. It’s time to Answer and Deliver.


  • Develop a solution that meets the requirement or solves the problem
    • Make considerations before creating a design
    • Flow chart the new design
    • Develop a contingency plan/prevention checklist

The first two steps were about receiving, then analyzing, a requirement or problem. Now, of course, it’s time to solve it. Answer the call! 

The solution should show a step-by-step system or process that meets the customer’s needs, eliminates the root cause of the old problem, and avoids creating a new problem. There are a few key elements to consider before creating a design, basically an action plan for the solution:

  • Customer needs & quality/service level criteria
  • Past successes and failures
  • The purpose that the design is intended to meet
  • Data on existing related products or processes
  • Competitive products or services

Ultimately, the goal is to prepare to create a solution, but not determine the outcome before more discussion with customers and more analysis — a repetition of Listen and Evaluate. Like we said, the four steps are simple, but they must be done thoroughly to be successful; in this case, it can mean retreading old ground to make sure you’ve covered all your bases.

That being said, when you’re ready to actually develop a design, here are the steps you can start with.

  • Identify needed work steps
    • Develop a contingency diagram/prevention checklist
    • Identify additional steps necessitated by customer needs/expectations
    • Review all material from analysis (including Pareto data and/or root cause)
  • Use a flowcharting method to design the new or improved process
  • Set process measure guidelines to gauge effectiveness

Let’s break each of those down. First, developing a contingency diagram or prevention checklist can be not only be a powerful and practical tool, but also fun. Basically, it’s a form of reverse brainstorming; start by being as negative as possible — How can we be sure this plan fails? Say, release every employee’s cats onto the company computers. Alright, bad example. Then, turn each fiasco around by thinking of steps that would prevent the disasters. Remember the 1-10-100 rule, and when we talked about finding root causes instead of “firefighting” — focus on prevention over fixing!

Flowcharting, as seen in the last step, is also a useful tool in this phase. As a basis:

Refer back to Evaluate for more flowchart examples — several of these visual aids and exercises can be applied across the board!

Finally, you’ll want to set process measure guidelines so that you have a way to gauge how effective the solution is. Provide data used to monitor and improve the process, focusing on a few key pieces:

  • Execution
  • Efficiency
  • Quality

Quality! At the end of the day, of course, that’s what this is about. Quality is what you need in the final product — speaking of which…


You’ve Listened, Evaluated, and Answered…all that’s left to do is Deliver on what you’ve been working towards. This is it. You have all the data and problem-solving done to create a solid, finalized action plan. For just one example of a template:

While poring over your work to write out the plan, if there’s a single thought to bring it all together cohesively, let it be: Focus on the customer. That includes Primary and Secondary (revisit Listen!) That is who all of this is for, whether you’re actively solving a challenge for a product or service being given to them, figuring out a requirement for that product, or making your day-to-day office environment more conducive to ultimately benefit the audience you serve.

From facilitating effective communication between you, your suppliers, and your customers; to taking the time to scrutinize the numbers and data available to you to look at common issues and their root causes; to having enough information gathered to respond to the problem at hand; to laying out a direct and exact action plan to solve it — we hope the LEAD Quality Process model can help you in your endeavors as much as it’s helped us. Smaller steps and critical details can get lost in the chaos of a complex project — focusing on it one phase at a time makes for a more effective workflow, and, most importantly, helps you prevent the same problems from cropping up again. 

So give your customers and employees the quality they deserve…go forth and LEAD!

The LEAD Quality Process Model: EVALUATE!

Earlier this month, we shared with you the first step in the LEAD Quality Process Model, a system we use to ensure the best quality in all of our projects. We know how important quality is to you as well, so today we’re focusing on step two. To recap, LEAD stands for:

L: Listen

E: Evaluate

A: Answer

D: Deliver

Just four steps that, if done well, can save your project. Revisit our last blog to learn to Listen, then let’s break down how to Evaluate.


  • Gather data for requirements and/or measure the extent of the problem.
  • Analyze the data and understand why the problem happens or what requirement is needed.

You’ve thoroughly communicated with and listened to your customer and know exactly what they’re looking for, which means you know any and all challenges of the project, and its requirements. Now you can evaluate all of these elements to start working.

For this step, we find visual plans to be extremely helpful. They’re effective for organizing steps, data, and/or laying out an ultimate action plan. Here are some examples of pictorial views of a project.

Issue: Define steps to go to play golf

Issue: Transfer of files between Creative Department and Imaging Department


This one might be a little less intuitive. The Pareto Diagram is named after Wilfredo Pareto, an economist in the 19th century. Here’s how to create one.

  • Identify an 80/20 pattern (20% of categories cause 80% of events)
  • Create categories & define them
  • Sort data into appropriate categories
  • Depict data on a bar chart in descending order
  • Identify the important few vs. the trivial many
  • Select the category which is responsible for the majority of events being examined

Here’s a personal example from CMW from when we noticed a two-level 80/20 issue.

Issue 1: Of the 3 possible final processes for inkjet prints, mounting, encapsulating, and trim only (no finishing), Mounting (30%) accounts for approximately 70% of the work.

Issue 2: Within the mounting category, here are 9 possible substrates CMW stocks to mount to.  In this case, enduraplast, foam & gator (33%) accounted for 97% of all mounting in the sample. 

These are two great ways to map out an evaluation of an issue. However, there may also come a time when you’re faced with an issue that keeps coming up again and again and again. If you know how to handle it — that’s great. But for the long run, a key part of evaluating an issue like this must be examining the root cause, defined as

  • The basic factors which contribute to a chronic problem.  A high quality product/service design must address these factors, if it is to succeed.
  • In a world of “firefighting”, seldom is time spent to determine and address “root cause.” This is a major reason why problems crop up again and again.

Luckily for you, in keeping with the theme, we’ve also identified a visual aid to help with finding root causes.


The Ishikawa Diagram, also known as the Fishbone Diagram, was the work of Japanese organizational theorist Kaoru Ishikawa. If you’ve never seen one before, here’s the gist.

  • Write the Issue you want to address to the right of the fish’s “head”.
  •  Begin asking “why did this problem occur?”
  • Take a sub-bone and ask “why?” (5 levels) or until you feel you have gotten below symptoms.
  • Keep asking why by continuing to brainstorm sub-causes until all ideas are exhausted.
  • Review completed Fishbone Diagram and determine major patterns of potential causes.

Don’t firefight if you don’t have to — fix the problem at the source.

A thorough assessment of your requirements and/or problems for a project — or just in any day at the office — as well as an accurate analysis of the appropriate data, will give you confidence and clarity moving forward. Invest the time to dissect an issue, whether that’s just mapping out a timeline, or digging for its root cause. You’ve listened well to your customer — now evaluate what you’ve been given.

Bonus Exercise: Make a Chart or Diagram

Use any of the example charts and diagrams from this post and apply them to your own projects. Trust us — they work!

The LEAD Quality Process Model: LISTEN!

It’s no secret that here at CMW, quality is our top priority. We’ve shared with you before some of our best advice for making sure it’s a priority for your business too. But today, we want to show you one specific process model for ensuring quality — that’s the LEAD model. LEAD stands for

L: Listen
E: Evaluate
A: Answer
D: Deliver

Just four steps that, if done well, can save your project. Over a few posts, we’ll break down each step and show you exactly what we mean. As they say, let’s start at the beginning…!


  • What does the customer want? What are his or her conditions for satisfaction?
  • Define the requirements and/or problem.

First off, strong customer-supplier communication is integral to the quality of the final product. Note here that you are both a customer (to any supplier you use for your own resources) and a supplier (to your customer).

There are two types of customers in this situation: The Primary Customer and the Secondary Customer. The Primary Customer is the customer whom you must satisfy at this moment in time. They evaluate the quality of your work, they often have the power to stop/approve your work, and they may add value and pass on the product to others.

The Secondary Customer is other customers whom you must consider at this moment in time, and in the future. This includes the ultimate recipient of your products or services, so your work must be in alignment with each of their needs. They may also require different packaging of results than your Primary Customer.

Now that you know who your customer is, you need to listen to them; establish customer empathy. Here’s how:

  • Listen to the customer and let them talk
  • Get the background and clear expectation they have now
  • Create a connection with them that you really do care
  • Be understanding – they are the customer!
  • Present action(s) that will meet their expectations
  • Demonstrate to them that you heard them and, if required, acknowledge action to keep an issue from recurring

There are some questions that will help you further in this process. Learn to ask:

  • Who is my primary customer at this moment in time?
  • What must I do to meet their needs and expectations?
  • Does my customer understand their own needs?
  • Does my customer understand their customer’s needs and expectations?

This is where knowing exactly who your Primary and Secondary Customers are becomes essential — as well as recognizing your place in the customer-supplier chain. Remember, your roles will reverse within a single project. And at all times, you need to understand what the next link in the process chain needs to meet the requirements of the external customer…As a supplier, here are your (and your supplier’s) supplier responsibilities:

  • Survey customer needs
  • Discuss needs and agree on criteria
  • Negotiate specific service
  • Meet negotiated criteria and deliver product/service
  • Ask for feedback; “How Did I DO?”

As a customer, here are your (and your customer’s) customer responsibilities:

  • Understand and communicate the needs of your own ultimate customer
  • Respond to survey and articulate needs
  • Request service – negotiate specific service
  • Supply input that meets negotiated criteria
  • Supply feedback on satisfaction

As you can probably see, listening plays a key role in all of these responsibilities, because they’re about effective and thorough communication. You don’t know what you don’t knowso learn to ask, and prepare to listen. That way, you’ll know how to move forward — but that’s the next step…

Bonus Exercise: What Are Your Main Products and Services?

It can be helpful to map out exactly where you are in the process chain to orient yourself. Use this simple chart to list your top three of each category: the product or service you provide, your Primary Customer, the supplies/resources required to make that product or service happen, and your key suppliers.

Product/ServicePrimary CustomerResource NeedsKey Suppliers

Setting Up Design Files for Large Format Printing

Tips to Avoid Blurry Images or Artwork

You need a poster, a banner, a schematic – and you’ve sent the design file to your large format printer, but you get an email back: “Your image must be 300 DPI or else it will be pixelated.” Sound familiar? If so, let’s break down what exactly your printer’s telling you –  and what you need to consider to get the absolute best quality from your large format prints.

Designing to Scale

First off, the printing process will be much smoother, and less at-risk for mistakes, if you set your file up at full size. That being said, every graphic design programs has a different size limit. InDesign’s maximum dimensions are 216 inches (18 feet); Illustrator’s are 227.5 inches (19 feet) and PowerPoint’s are 56 inches (4.5 feet). If the final output size is greater than the design program’s maximum dimensions, you’ll have to design your file at a percentage of the final print size – either 25%, 50% or 75%. The percentage you use depends on the final size. Your printer will scale the file proportionately larger to meet the final print size, so communicate your scale and print size with your printer to make sure you’re on the same page. Miscommunication and mistakes can cause quality to slip in the final print.


When you’re scaling, you want to make sure your scale doesn’t tamper with your image quality. There are two types of images – raster and vector. This is where that warning about pixelation comes into play. Raster images are composed of pixels, those tiny squares that appear when zooming in too far – think old arcade games – P for Pac-Man. Pixelation refers to the blurriness of a raster image when it is viewed at too high a magnification – like a large format print. When scaled up, raster images can blur depending on the resolution, especially if you are designing at a percentage of the final print piece. JPG, GIF and TIFF are examples of raster file formats. 

Vector images, such as EPS and AI are what we recommend for large format printing. Using mathematical calculations that form lines and shapes from one point to another, vector images don’t pixelate because the equation recalculates to accommodate zoom. Vector images can be scaled limitlessly, which makes them perfect for a large format.


Your printer warns about pixelation, but they also mention DPI. That’s resolution. Dots per Inch (DPI) are the number of individual dots that can be placed in a line within the span of 1 inch. Pixels per Inch (PPI) is the same measurement but is used in reference to raster images. We recommended that all images be 300 DPI at the final size of the piece. While 150 DPI can work for some large format pieces, 300 DPI is the preferred image size. This doesn’t mean you cannot include images that are lower DPI. Just be sure to again let your printer know – that way, they can make recommendations to get you the best quality. Communication is the key.


Your scale, image type, and resolution are compatible to large scale printing, but you want your quality color too. When setting up color, make sure your images and other artwork are CMYK (Cyan Magenta Yellow Key) for print. Also make sure the links across all platforms are the same IE same Pantone color from Illustrator to Indesign. Setting up CC libraries can help make sure the color is the same across the board.


You also need to take margins into account; often times margins should be larger for large format printing. The standard margin for smaller pieces are ¼ inch. However, when scaled up for large format, this looks too cramped. You’ll typically want to increase your margin to 1.5-2 inches; within that range you can use your best judgment based on the size of your project and the look that you’re going for. Also – note that the standard bleed of ⅛ inch is sufficient for large format printing and does not need to be increased.

Working at a scaled percentage

Finally, you need to revisit the scale of your project. If the project you’re printing is going to end up larger than your design program’s maximum dimensions, you’ll have to work on a scaled down file.

The maximum dimension in InDesign is 216 inches in either direction. For Illustrator, maximum dimensions are a little larger, 227.5 inches in either width or height. In addition, there is a maximum file output increase of 400%, meaning you can’t scale anything down smaller than 25% of the final size.

While working on your images in Photoshop, make them half the scale and double the resolution, so a 120 x 80 inch photo at 100 ppi becomes a 60 x 40 inch photo at 200 ppi. When you link the images into your banner in InDesign or Illustrator, you will need this half-size image because your document is half the final size. 


One more thing! Before you save your final file for printing preparation, check your preflight channel to make sure all of your links and fonts are in order. If there is a red dot in the preflight panel, that means there is an error. Make sure there are no errors and the dot is green before saving and exporting your file. After that’s done and you’ve reviewed the rest of what we’ve covered, your file is ready to be sent to the printer for a quality final product – polished instead of pixelated.

You Don’t Know What You Don’t Know

You Don’t Know What You Don’t Know

There are lots of old allegories and anecdotes about ignorance and wisdom.

“Plato’s Cave” is a particularly interesting one. In it, a group of people have spent their whole lives facing a wall in a cave, watching shadows on the wall cast by a fire and giving names to each of them. It’s all they know; the shadows are these people’s reality. 

It’s not until someone is freed from the cave and walks outside to see the depth of trees and animals and other people that they realize the shadows are just a projection of actual reality. It’s a little grim and archaic, admittedly — modern adaptations like The Matrix give it a fresher flare for sure. 

But, all of these stories are about being blindsided because we thought we knew something. When, really, you don’t know what you don’t know.

You don’t know what you don’t know” sounds…obvious. Right? 

Sure, it is. But it’s also critical. Keeping this mantra in mind as you work on a project will help you each step of the way — here’s three things that keeping this in mind will help you with:You’ll know what your client wants.

  1. You’ll know what your client wants.

You’re working on a project for a client. They’ve told you what they’re looking for, what the end product should look like, and you’re sketching out action items to get the job done.

When the time comes to present what you’ve got to the client, they cock their head, and say, “It’s missing something.” It’s a surprise requirement — something you didn’t even think to ask about. And while it’s easy to blame the client for the miscommunication, the relationship is two-sided. You need to know what you need to know to complete the project you’re working on. 

And you don’t know what you don’t know. So be prepared to ask! We’ve said before that communication is key to quality. Even if it seems like an odd question, it doesn’t hurt to ask if it means you’re getting the full picture and avoiding missing key details.

  1. Your client will know what they want.

That being said, asking questions and facilitating this kind of communication of course benefits the client as much as it does you. For example, you’re working on another project, and this time around, you ask: “Are there any colors you absolutely don’t want to be used?” The client cocks their head, but this time in a good way. 

They weren’t expecting the question, but “Come to think of it…” Turns out the color red wouldn’t have great associations for this project. Now, not only are you avoiding a mishap later on, but the client will appreciate that you’ve actually given them a clearer, more precise idea of what they’re looking for — just by communicating.

  1. You’ll give them the quality they deserve.

If you have a business, and you’re seeing clients, customers, or patrons, chances are you have impressive skills, experience, and wisdom in your field. We’re not denying that at all — those are your greatest assets!

The truth is, though, that no one knows everything. Here at CMW, we’ve been doing what we do for 30 years, and we’re still learning, accumulating new information and constantly trying to improve the way we help clients. It takes self-awareness and humility to admit that no experience will ever truly be enough to know everything that could possibly be thrown at you. And when you are blindsided by a new challenge, even in a type of project you’ve done a thousand times, it can come back to bite you in the final product.

Your top priority should be giving a client the highest quality you can give — if you’re not able to handle a request they give you, because of an incidental gap in knowledge or skill set, an open mind is essential to adapt to the situation, and find a solution. And an open mind is saying I don’t know what I don’t know.

Bottom line:

Just because it’s obvious doesn’t mean it doesn’t require attention. 

You don’t know what you don’t know” is one of our simplest but most effective tools in completing any project. Think about it:

  1. If you haven’t asked your client about a detail, it won’t be in the final product. 
  2. If your client hasn’t thought of something in their planning, it won’t be in the final product. 
  3. And if you think you know how to deal with a special request when you actually don’t, it won’t be in the final product. In any scenario, you’ll be presenting something that’s not the best work you can do — and isn’t what the client wants.

Communication, detail orientation, and self-awareness are all, in this case, essential to exceptional project results. Ask questions, check in, and check in again. 

Your client will appreciate your thoroughness, because it benefits you both. If there were a Matrix-style red pill that would illuminate everything, let you read your client’s mind, and give you an arsenal of every business skill in the book — that’s what we’d be blogging about. 

Yes, you don’t know what you don’t know. And that’s okay as long as you know it.

The Newer, Better Scientific Poster

The Newer, Better Scientific Poster

We can help you create the perfect poster for your next scientific conference.

There, front and center, is the main “finding” of this blog post. Forgetting facts and figures, text blocks and tech specs, that’s what you need to take away. It’s a bit like the popping subject line of a good email, or the “tell me about yourself” of a winning job interview. Except when a scientific poster is concerned, it could be the difference between discovery and discouragement.

At least that’s the argument from Mike Morrison, who made a video on a topic that’s gaining a lot of traction in the scientific community: a complete redesign of the typical scientific poster. One that significantly reduces the amount of content — fearless in the face of negative space — to highlight a key takeaway, in order to maximize a viewer’s engagement with the poster by not drowning their eyes in dense, busy information.

“Every field in science uses the same, old, wall-of-text poster design,” Morrison writes. “If we can improve the knowledge transfer efficiency of that design by even a little bit, it could have massive ripple effects on all of science.”

It’s a compelling argument, and one that we at CMW, as expert designers with years of experience in this specific field, are paying attention to. It’s yet to be seen whether or not this new design will accomplish its goal. We think there may be a happy medium between stark minimalism and crowded chaos. And either way, we want to help you if you think this is an idea worth trying for your or your client’s next conference.

Scientific posters are one of the niche, specialized services we provide because we know the particular style and requirements of the project. So as leaders in scientific poster design who have been evolving along with the industry for decades, we’re qualified to apply these daunting new ideas to the work we provide. We’re qualified to do it for you.

Although this concept is about poster design, it’s driven by content. If you have your research, your information, and a central message to drive, we do the rest. We want to get as much of your pertinent information into these posters as we can while streamlining and economizing its actual presentation to hopefully create this newer, better poster design.

We at CMW are excited by developments like this in a field; it’s an opportunity to grow, to improve, to experiment. We also know that you and your clients are always looking for innovative ways to do what you’ve always done. If this new poster design is something you want to try, come to us. To many, the alien idea may seem risky and intimidating. But if you know what you’re doing, taking a chance can be taking a step in a bold, rewarding new direction. We have the talent to do it right. 

Your knowledge is worth sharing; let’s share it the best we can.

Mike Morrison – Michigan State University Graduate School

15 Tips for Managing Event/Meeting Collateral Production

15 Tips for Managing Event/Meeting Collateral Production

Managing multiple materials for a meeting can be chaotic. We have years of experience helping clients manage all different types of meetings. So, instead of having to figure it all out for yourself, we’ve put together a few tips we’ve learned over the years.  The kinds of things that may seem obvious – but we know get overlooked – resulting in late projects, expensive re-work, and overall grumpiness. 

Delivery timing is so important:

  1. Start with a real deadline.  Tell everyone involved what it is!
  2. Find out how long it will take to ship the materials to the meeting. If you aren’t familiar with FedEx’s timeframes, click here to download our tip sheet 
  3. Determine when you would like the materials to arrive on-site.
  4. Remember to build in the shipping time to create a REAL drop-dead ship date. 

What to do:

  1. Prepare a shared guide that includes the types of materials needed for your meeting. Here is an example of one
  2. Partnering up with a shop to do the design, layout, and printing of your pieces can reduce the amount of time you spend managing the project (hint: that’s what we do :)) 
  3. Need a bio? Only have a CV? Check to see if your graphics provider can write you a short bio.
  4. Having a proofreader or QC person really helps ensure all the materials are laid out correctly. 

Nitty gritty:

  1. If you’re going to be downloading participant names from a registration site, be sure they are all correct before going to layout. It is easier to change the excel or CSV file rather than each individual piece where the name appears.
  2. After approval of the invite, have your designer put together templates of each type of material before layout — it’s better to make any design tweaks before all of the pieces are laid out. Some of those materials can include, Invite, Signage, Letterhead, Eblast, Name Badge, Tent Card, PPT Template, etc. 
  3. If an attendee’s name is changed or removed be sure to globally change/remove it on all pieces (i.e., Name Badge, Tent Card, Attendee List, Bio, etc.)

Other tidbits:

  1. Ask for an MS-Word version of the letterhead, name badge, and tent card in case you need to use them on-site for any last minute needs. 
  2. Make sure the name badges are printed and fulfilled in ABC order.
  3. Consider using black text on your name badges and tent cards in case you need to print on site and you only have a black and white printer available.
  4. A bleed design will usually be more expensive to produce than a non-bleed design – so, make sure you need it and take the cost into account. 

Click here to download the tip sheet

Speaker Program Challenges, Speaking Tips

On Your Mark, Get Set, Present (Well!)

Speaker Program Challenges, Speaking Tips
There are a few challenges that speakers face when executing speaker programs.

Some strategies that can be applied to anyone preparing for a speaking engagement include improving the educational value of the session you are holding as well as performing as an effective speaker.

Here are some general tips that you can apply to improve your performance in front of a crowd.

Engaging the audience is done best with your body language and communication. PowerPoint slides should be used minimally for emphasis of key information and diagrams, and should not be overly packed with information. Asking questions of the audience can inspire participation, even if those questions are rhetorical.

Regardless of how comfortable you are on a topic, practice really does make perfect. It is the only surefire way to be sure you have your timing and material down pat. There are all sorts of takes on how long a person should spend getting comfortable with a slide, but a good frame of reference is to be able to speak to each slide for one minute. What it takes to do that may be up to an hour of practice per slide. Don’t be discouraged. If you’re speaking on a topic that you may revisit and speak to multiple times, this effort will be well worth your while.

Keep in mind, there are minor things that you can avoid that will keep your presentation on track. Transitions between slides are important. Having clever verbiage to get you from slide to slide will put you in an excellent position to continue with your deck without fail. Be ready for the audience’s mood. Having a strong comfort with your material should allow you to shift according to your audience’s response. This is important, while your deck may work in all instances, the way you work with it may need to be flexible. The better you know your material, the easier it will be to shift with your audience’s response.

The up front effort with your preparation goes a long way. Practice in front of your peers when you feel ready to present. See how your content flows by testing it in front of people who understand your topic and work through the feedback.

Try these tips before giving your next presentation. Pulling off an engaging and effective presentation doesn’t have to be difficult – we’ve all seen a performance that missed the mark, but simple steps to prepare your script and iron out your material and slides make all the difference. Break a leg!

Scientific Poster Production – Communicating With Your Designer

Have you ever found yourself sending a poster to your designer and they come back with questions? You know – the kind of questions that seemed obvious to you but needed answering before the project can even begin – delaying the production of your poster!

Communicating ALL the necessary specs for poster production is essential to receiving the right product the first time.

We’ve found that there are a few consistent questions that need to be answered to produce your poster the right way the first time. Save time and streamline communication with your graphic designer by downloading the tool here and make your production communication faster, smoother and more satisfying!

Click here to download the Scientific Posters Specifications Sheet.

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