Speaker Preparation Information

Thank you for presenting at the Hospice New Zealand Conference. This document contains everything you need to prepare for a smooth and successful session. If you have any questions not covered here, please don’t hesitate to get in touch.

Please take note of your presentation time allocated, this includes any Q&A time at the end.

Keeping to time is a courtesy to your fellow presenters and our delegates, we appreciate your help in keeping the programme on track.

Timing

Please click here to view the Conference programme, where you'll find your presentation time and room. Please note the programme is still being finalised and may be subject to change. If you have any changes or updates, please let us know.

Programme Timetable

When You Arrive

Head to the Registration / Information Desk to collect your name badge and confirm your session details.

The conference team will be visible in red shirts and there will always be a member available to help at the information desk.

Check in with the AV team at least 2 hours before your session to ensure your presentation is loaded, displaying correctly, and ready to go. Don’t leave this until the last minute — tech checks take time, especially between sessions.

Registration

All presenters must be registered for the full conference or the day they are presenting. Please ensure you are registered. If you are still to register, click on the below link to register.

Registration

Upload your presentation slides here by Monday, 16 November

(link will be provided closer to the conference)

Once your presentation is ready, please upload it so it can be transferred to the AV team. Bring a USB backup copy to the conference as well.

Link to upload your presentation

Presenter Tips

1. Limit the Number of Slides

  • Aim for no more than one slide per minute of your presentation.

  • Use fewer slides if your content is complex or requires more explanation.

2. Ensure Slide Legibility

  • Keep slides clean, simple, and easy to read.

  • Avoid small fonts and cluttered visuals—especially since your audience may be viewing on small screens (phones, tablets, etc.).

  • Use concise bullet points to highlight key findings.

3. Design Visually Appealing Slides

  • Use high-quality graphics and minimal text.

  • Slides should support your verbal presentation—not replace it.

  • Let your narration carry the message; your slides should reinforce key points.

Preparing your slides

1. File formats

  • PowerPoint (.pptx) is preferred. Keynote files should be exported to PowerPoint before submitting.

2. Slide dimensions

  • Please use 16:9 widescreen format.

3. Fonts and formating

  • If using custom fonts, embed them in your file to avoid formatting issues on a different machine. Alternatively, stick to standard system fonts (e.g. Arial, Calibri, Georgia).

4. Video content

  • You may embed video directly into your slides. We strongly recommend also bringing separate .mp4 backup files on a USB drive.

Conference Presenter Checklist

Before the Event

  • Confirm date, time, and location of your session

  • Ensure you are registered for the Conference

  • Review the full programme and note your session details

  • Submit biography and photo (if not already provided)

  • Upload your presentation slides to the AV portal by Monday 16 November

  • Bring a backup copy of your presentation on a USB or portal device

  • Review any provided PowerPoint templates or branding guidelines

  • Prepare your talk to fit the allocated time, including Q&A

  • Practice your presentation aloud (ideally with a timer)

On the Day

  • Arrive at least 15 minutes before your session

  • Check in with the AV team and session chair

  • Ensure your presentation is correctly loaded and working

  • Bring any notes, props as needed

  • Have a glass of water ready

  • Speak clearly and keep an eye on the time

  • Engage with the audience – eye contact, body language, pauses

  • Stay for Q&A if applicable