GETTING FROM PROPOSAL TO PRESENTATION IN 72 HOURS Julie Marie Irvin - - PowerPoint PPT Presentation

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getting from proposal to presentation in 72 hours
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GETTING FROM PROPOSAL TO PRESENTATION IN 72 HOURS Julie Marie Irvin - - PowerPoint PPT Presentation

May 11, 2023 229 likes •726 views

Quick Start Interview Preparation: GETTING FROM PROPOSAL TO PRESENTATION IN 72 HOURS Julie Marie Irvin President & Founder Sign up for our monthly newsletter for more proposal and marketing tips! Grab your Text phones KEYSTONE to

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GETTING FROM PROPOSAL TO PRESENTATION IN 72 HOURS

Quick Start Interview Preparation:

Julie Marie Irvin

President & Founder

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Sign up for our monthly newsletter for more proposal and marketing tips!

Text KEYSTONE to 66866

Grab your phones

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PRE-PROPOSAL PREPARATION

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Person Role

Admin Coordinate food, rooming with Hotel Keystone Resources Branding continued to slides, banner-ups, boards, name tags, tent cards On-Site assistance with slide design & development Equipment rental (projector, remotes, printer, etc.) On-Site messaging and development Message development for presentation prior to rehearsal Draft of initial PPT content Business Development Lead On-Site messaging and development Actively participating in rehearsals Message development for presentation prior to rehearsal Draft of initial PPT content Speakers Actively participating in rehearsals Listen and contribute while other presenters are rehearsing SME’s Actively participating in rehearsals Listen and contribute while other presenters are rehearsing

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Pre-Presentation Preparation

1. Date 2. Time 3. Duration (total duration, presentation, Q&A Session) 4. Location & Access Needed 5. Room Access Time 6. Room Layout 7. Room Size

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Pre-Presentation Preparation

8. Room capacity 9. Equipment provided: (projector, podium, computer, etc.) and/or can we bring our own 10. Supporting Visuals allowed (posters, Banner-ups, etc.) 11. Evaluation Team (number of people and their names) 12. Additional people in the room (key influencers, other decision makers, additional audience members) 13. Format – are there specific questions you need to answer or a format for the presentation to follow? 14. Is there a limit of our team members (speakers/presenters and supporting team members) 15. Number of handouts / Additional handouts

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Organized Files

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Time Speaker Topic

2 Robin Welcome 4 Sinclair Team Intros 5 Kay Financials 6 Melissa Architecture 5 Derrick Schedule 4 Management Gina 2 Robin Closing & Why Us 30 MINUTES

Presentation Times

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WRANGLING CONTENT

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Speaker Types

Scripters - have them type out their entire script and then take that and work with them to get it into slides Sketchers - Print out the Slide Sorter - 6 Slides per page

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Speaker Types

Hand writers - Use Post It Notes for them & have them send you a photo with headlines Outliners - Either use the Outline Feature in PowerPoint or Use the styles in Word & they will convert into PowerPoint

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Speaker Types

Posters - Use Post It Notes on the physical proposal or the Sticky Note feature in Acrobat Reader Talkers – Record your conversation with them, then you make the slides

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MANAGING CONTENT

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Proposal Developers = Slide Developers

  • Keep each speakers slides separate until the end - merge

into one Presentation when all is final

  • Version control - Version Number and person's initials
  • Always have Sectional slides - transition from speaker to

speaker or section to section.

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Proposal Developers = Slide Developers

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Proposal Developers = Slide Developers

Recreate Org charts in PPT if you have time vs inserting a JPG Copy & Paste from InDesign as much as you can

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WAR ROOM

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Typical War Room Layout

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Tools – iphone stopwatch

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Tools – Speaker Time App

$4.99 Ipad & iphone

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Tools – Rehearse Timings in PPT

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Tools – PPT

Well designed Slide Master Use speaker notes & encourage the presenters to as well

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Equipment List

3 Laptops Wirless Router Cat5 Cables (various lengths) At least 2 Extension Cords At least 3 Multi-Purpose Strips Printer USB Cable (two) USB/Thumb Drives Confidence Monitor VGA/HDMI Switcher VGA or HDMI Cables At least two Remotes

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Contingency Planning

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SCHEDULE

(DAY BY DAY)

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Schedule

Day 1: Notification

  • Conference Call
  • Outline of speakers / presenters & attendees
  • Initial Times issued to speakers / presenters

Day 2:

  • Conference Call and Travel
  • Travel (PowerPoint on a Plane)

Day 3: On-Site Rehearsal

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8:00 AM Meet & Greet 8:30 - 10:00 am Session #1 - stopping after each speaker 10:00 - 10:30 am Break 10:30 - 12:00 pm Session #2 - stopping after each speaker 12:00 - 12:30 pm Lunch & Break 12:30 - 1:30 pm Production Review & additional time with each speaker 1:30 - 3:00 pm Rehersal 3:00 - 4:00 pm Review of speakers, content, messaging & flow & slide changes 4:00 - 4:15 pm Break 4:15 - 5:15 pm Final Rehersal 5:15 - 6:15 pm Production Final changes & QA/QC Review 6:30 PM Slides to Kinkos or to printer 7:00 PM Group dinner

Day 3: On-Site Rehearsal

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REHERSAL

(MANDATORY)

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Rehearsal

Rehearsing is helpful in the following ways:

  • Outlining your part and knowing what you want to say is

very different than speaking it out loud. Verbalizing your thoughts will help crystalize the presentation.

  • By hearing other members give their presentation, it will

make it easier for ALL team members to listen for any gaps

  • r overlaps.

Practice builds confidence, consistency, clarity and conviction.

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Rehearsal

Rehearsing is helpful in the following ways:

  • Team members can ensure that they have smooth

transitions between speakers & between questions.

  • Team members should practice where they will stand and

sit, and how they will move during the presentation.

Practice builds confidence, consistency, clarity and conviction.

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Rehearsal

  • This is a stand-and-deliver session.
  • Each person gives their portion of the presentation.
  • Stage the rehearsal to resemble, as closely as

possible, the actual presentation space.

  • Remotes will be provided to have speakers to

advance their own slides.

Practice builds confidence, consistency, clarity and conviction.

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Sessions

  • Talk thru each individual presentation segment

& slides.

  • Review win themes and key messages.
  • Predict Q&A and develop slides.

Practice builds confidence, consistency, clarity and conviction.

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Sessions

  • Determine transitions from one speaker to another.
  • Do at least 2 complete run-throughs. If you are using Banner

Ups and leave behind boards, please practice with them.

  • Use a stop watch every time to ensure you are staying within

individual limits and overall time limits.

  • At the end of each run-through, the team should offer

suggestions to one another to fine-tune content and delivery. Practice builds confidence, consistency, clarity and conviction.

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Comment Feature

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PREPARE FOR Q&A

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Prepare for Q&A

Determine how questions will be fielded. Spend time identifying anticipated questions and practicing responses. What do I hope they don’t ask – then prepare an answer for that.

Will one central person be the “lead” and indicate who on the team should answer?

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Prepare for Q&A

Identify your potential weaknesses ahead of time – be sure to have counterpoints to those. Spend time identifying anticipated questions and practicing responses. Create slides that visually answer these questions and place them at the end of the presentation after a black slide and do not print these slides.

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PRESENTATION DAY & DELIVERY

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Presentation Day & Delivery

  • Have each speaker stand at the front of the room
  • Practice the flow once / hand off of the remotes
  • During presentation - have your laptop pulled up in slide

sorter to let the next speaker know how many slides until they are up

  • Capture questions / comments / feedback - who is going to

do this & how will it get done (ipad, iphone, computer or paper)?

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Presentation Day & Delivery

  • If possible, do not run the presentation off a thumb drive.

Move the file to their computer.

  • Collect all names tags for all presenters and participants.
  • Sweep the room for any paper or traces of being there.
  • If the presentation is put on their computer – delete the file

and clear the recycle bin when completed.

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EXAMPLE SLIDES

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Proposed Schedule

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Option C Prime Phasing

2013 2014 2015 2016 2017

A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J J A S O
  • Dev. & Master
Planning 15 months Renovation of RBJ Tower Market Rate Housing Affordable Family Housing New Senior Housing

# Housing Type # Units 1a Townhomes 6 1b Townhomes 4 1c Townhomes 8 1d Townhomes 6 1e Townhomes 15 2a Townhomes 7 2b Apartments 20 2c Apartments 24 2d Apartments 24

Total # Affordable Family Units 114

3a Wrap 226

Total # Market Units 226

4a Wrap 225 5a Renovated Existing Tower 224 5b Apartments 28 5c Apartments 22

Total # of Senior Units 500 Total # Units 840

Phase 1 : 18 Months Phase 2 : 26 months Phase 3 : 22 months Phase 4 : 32 months
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MBE/WBE/DBE Proven Success

40 65 70 30 30 55 73 78 75 89 55

Proposed Lincoln Park Keesler Dyess Dover Dayton View Commons North Charleston

Goal Actual Achievement

Proposed

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Kaua‘i

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Sign up for our monthly newsletter for more proposal and marketing tips!

Text KEYSTONE to 66866

Grab your phones

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julie@keystoneresources.com

keystoneresources KR_Creative keystoneresources

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