Chapter 11 Preparing and Delivering Business Presentations The Educational Experience

Why do teachers need this trip? Today's Itinerary � Expand teachers' cultural knowledge base The Educational Experience Trip Overview Trip Logistics and Costs About JourneyFree, LLC Q&A � Spark creativity . Inspire new courses � Refresh aging culinary school curriculum The ""Educational Vacation"" Experience Today's Itinerary Seminars Cooking sessions with professionals The Educational Experience Trip Overview Trip Logistics and Costs About Journey Free, LLC Q&A � Restaurant visits and discussions with chefs . Rich, insightful culinary experiences Why France? An Overview of the Trip � The cooking capital of the world � Each region offers new culinary wonders � Less costly than one might think ""A journey through France is a journey of discovery, The French are passionate about food, and the cuisine of each province has its own distinctive style and its own unique pleasures."" -Laurent Duquette

Case scenario 435 CASE SCENARIO Culinary Adventure Tour Presentation This case scenario will help you review the chapter material by applying Thirty culinary arts teachers have invited Rachel to give a pre- it to a specific situation sentation next week, so she needs a slide presentation fast. She asks Stephanie to design and develop a draft of the presentation. Together Planning a Presentation they work out the following outline: Stephanie Lo graduated from college with a major in French and a mi- � The Educational Experience nor in communication. She was very happy to get a job with Journey � Trip Overview Free, LLC, a company that specializes in organizing educational tours � Trip Logistics and Costs for students, professionals, and other groups. Ultimately, Stephanie � About Journey Free, LLC would like to become a tour leader, but for now she is the assistant to � Q&A the Vice President of Tour Operations, Rachel Jones. Stephanie's role is to work on marketing communications. Rachel and Stephanie also discuss the audience and key selling Stephanie's first project required that she use all her strengths points to make in the presentation. The next day. Stephanie puts to developing communications to market JourneyFree's newest product, gether a draft of presentation slides. She is planning to meet Rachel to a culinary tour of France, specifically designed for culinary arts and review the slides and to discuss the talking points that will go with the nutrition teachers in high schools and trade schools. In addition to slides. advertising online and sending brochures to high schools, Stephanie's Stephanie would like your help in analyzing the audience, evaluat- supervisor, Rachel, plans to visit school districts in major cities and ing the presentation, and composing the content for the presentation. present the program to superintendents, principals, department chairs, After the slides, you will find questions designed to help you think sys and teachers. She will give a brief and colorful slide presentation and tematically about the presentation, using the ACE approach. Answer offer samplings of the French food that culinary arts teachers will ex the questions to review the key concepts in the chapter. perience on the tour Why this tour will help culinary teachers France: A Seven-Day Culinary Adventure Tour � Explore range of French culinary arts over a fun- filled seven-day journey through France � Diversify and expand knowledge of culinary teachers in your vocational high schools � Foster a stronger connection between teachers and French gastronomic culture REGRE JOURNEYFREELIC elevator pitch Aconcise statement designed to communicate the value of an idea, product, or job candidate intrigue the audience, and initiate a deeper conversation

438 Chapter 11 Preparing and Delivering Business Presentations Financing the Journey Cost Efficiency at Its Best Cost Breakdown 30 Tour and Education 8% � Tours and educational events. Over $500 in discounts for group tours Over $200 in educational tour discounts � Travel to the country: Round-trip from JFK to Charles de Gaulle Travel within the country: Coaches, shuttles, and Europass Lodging: B&B, low-cost hotels Total cost: Approx. $3,000 per teacher Grund Air Fare 28 20% Total Cost: 83.000 per eacher. About JourneyFree Why us? Today's Itinerary The Educational Experience Trip Overview Trip Logistics and Costs About Journey Free, LLC Q&A � Solid reputation, strong financials 24 years in the industry $46 million in annual revenue last year Publicly traded, privately run . A wide array of travel experiences Many destinations served Partnerships with local touring agencies � A personal touch The Corporate Rewards program Private agencies around the world Questions? Questions for Reviewing the Culinary Adventure Tour Presentation Analyzing Purpose and Audience 1. What is the purpose of this presentationIs it primarily informa- tive or persuasive? 2. The ideal outcome of the presentation is that teachers sign up for the trip-or schools fund teachers for the trip. Should the slides end by asking for a ""sale ? Or should the presenter do that orally? Or should the presenter leave the audience to think about the con- tent and follow up later to sign up? 3. Imagine yourself as the target audience: high school teachers and administrators. What questions do you think they will have? Does this presentation leave any important questions unanswered?

Case scenario Reviewing the Structure and Composing Oral Content 4. The slides themselves do not begin with a compelling opening designed to capture the audience's attention. Brainstorm what Rachel could say as she begins her presentation. 5. The presentation is divided into five parts. Do you think this is an effective structure? If so, why? If not, why not? 6. Between each section of the presentation, a transition slide appears to indicate the new section. Are the transition slides effective? 7. The end of the presentation simply asks for questions and an- swers. Consider the advice for endings given in this chapter: � Summarize your main message. � Visualize the outcome for the audience. � Ask for what you want. � Make next steps clear. Brainstorm what Rachel could say at the end of the presentation in all four of these categories. What do you recommend that she say? Evaluating the Presentation Slides 8. This presentation is not designed to stand alone. It needs a pre- senter. In this case, would a stand-alone presentation be a good or bad idea? Explain your answer. Should Rachel bring handouts, brochures, or other written material to leave behind? 9. This presentation uses a consistent visual style and template. In your opinion, does it work well with this presentation? If so, why? If not, why not? 10. This presentation includes a number of bullet-point slides. Are the bullets parallel? Are any slides too crowded? Are there any slides you would recommend revising? 11. This presentation includes only one data graphic the pie chart on slide 16. Is that pie chart appropriate and easy to read? If so, what makes it effective? If not, how would you revise it? 12. Slides 9 through 13 present attractive pictures of the areas of France the tour will visit. To be effective, the pictures should be similar. All the headlines mention some food- or beverage-related term- except for one headline. How could you revise that headline? 13. The final slide asking for questions features a picture of pastry Assume that you'd like a picture that will help spark interesting questions. What picture(s) or text could the slide contain, instead of a picture of pastry? 14. As Stephanie evaluates whether the slides will be easy to present, she considers using animation on various slides. Perhaps the bullets should come up one by one. Perhaps the pictures of the French regions should appear gradually, instead of all at once. Identify which slides--if any-would be effective if they revealed content gradually rather than all at once. 15. As a final step in reviewing, Stephanie should proofread all slides for correctness and consistency. Consider typing errors, spelling, font size, consistent punctuation, consistent heading sizes, and consistent bullet points. Do you see anything that needs to be changed? Delivering the Presentation 16. Slides 9 through 13 include no text. Rachel will need to talk through the key points on these slides. What kinds of information should she provide when she projects these slides? 17. Rachel intends to serve regional food at this presentation. Should she serve it at the beginning of the presentation? At the end? Or as she discusses each region? What is the rationale for your answer? Handling Questions and Answers 18. Should Rachel plan to take questions throughout the presentation or just at the end? What is the rationale for your answer? 19. What questions should Rachel anticipate? Should she address any of those questions in the presentation itself?"

Analyzing Purpose and Audience

 Purpose of the Presentation:

 This presentation has the main goal of persuading. The imagined audience for the speech is the teachers in culinary arts and nutrition who teach in a school such as Rachel’s who aims at persuading them to take their students on a culinary tour in France. The intention is to explain what kind of a learning experience and what kind of a tour it is in order to make it possible to attract teachers or schools to it.

 Call to Action:

 The slides should not be provocative at the end and seem to be trying to sell something. At the conclusion of the presentation, Rachel should verbally request for a commitment. This may be done after responding to any questions and explaining all the advantages that were earlier mentioned. However, it is essential also to pause and step back to allow the audience to digest the proposed idea and think of a way in which they can sign up after some time.

 Audience Considerations:

 As a high school teacher or administrator, questions may include:As a high school teacher or administrator, questions may include:

 What is the total you have to pay for the services; do they have other forms of charges included?

 In which ways will the trip have an impact on students in a way that may be unnoticed?

 Some questions i relative to safety are;nThe presence and nature of safety measures put in place?

 Can one have a number of options in the plan of the journey?

 It may have to address more of the ‘where, when and how’ questions and be more explicit about the ways in which education is going to be beneficial for both the teachers and the learners.

 Looking at the Structure and Creating Oral Material

 Compelling Opening:

 She could use an illustration of her childhood or a kind of description on the French cuisine, the foods and the tastes. This would at once create the interest of the audience and provide the rationale for the desired trip.

 Effectiveness of the Structure:

 The five-part structure is effective as it logically breaks down the information into digestible sections: This paper comprises of sections that include Educational Experience, Trip Overview, TP Logistics and Costs, JourneyFree, LLC, and Questions and Answers. This structure makes sure that all the aspects regarding the trip are tackled without burdening the audience.

 Transition Slides:

 As explained above, the use of transition slides can be appropriate in a situation where the transitions help to indicate to those in the audience areas of change in the topic under discussion. But they should be brief where necessary and should not dilute the flow of the presentation.

 Ending the Presentation:

 As for the essence of the movie, Rachel, for example, could come up with the following statement: ‘As it has been seen, the trip contributes to the educational process and is also enriches children’s cultural experience.

 In this context, it is possible to divide the outcome for the audience into two subcategories: the trip and rejuvenation of teaching methods.

 Ask for what you want: Rachel should make the teachers to either register or show interest in the program today.

 Make next steps clear: List down necessary contact information and give steps on how to get registered.

 Evaluating the Presentation Slides

 Stand-Alone Presentation:

 This is actually a situation that will not allow the use of a standalone presentation. Rachel has to be there simply to explain details, answer questions and be actively involved with the viewers. But leaving behind handouts or brochures would be useful for follow-up in a way business cards are not.

 Visual Style and Template:

 As long as the style is solid and in synch with the material of the presentation it will probably hold. Consistency is important because it gives the audience the confidence of a professional and keeps them on track.

 Bullet Points:

 The bullet points should basically have the same structure so that one item in one list ties in with one item in another. The only concern would be if the content in one of these slides is too cramped; one should resolve to having more subtopics in a separate slide or declining the quality of data.

 Pie Chart on Slide 16:

 If the pie chart is easier for the audience to decipher and moreover if the chart has something to do with the context then it is good. If it is messy and complicated in its appearance, it should be rewritten for the clarity’s sake.

 Headlines Revision:

 It is crucial that all headlines should be food or beverage related since the newsletter is in this context. If one headline does not work, modify the headline in order to fit the topic of other slides.

 Final Slide Imagery:

 Don’t use a pastry as your main image, it is better to place any picture connected with the culinary area like the French market or chefs at work. This can create questions about the type of content that one is producing on the trip.

 Animation on Slides:

 One phrase about animation is that, if used to frequently, it becomes a distraction, and its use should thus be limited in the presentation. Use complex slides where the teacher sequentially wants to highlight bullet points, and contemplate the slow unveiling of the pictures of the regions in France.

 Proofreading:

 Make sure there are no typographical mistakes in any of the slides and make sure that font, bullet points and headings are uniform. This is a very important step in order to remain as professional as possible.

 Delivering the Presentation

 Slides with No Text:

 Rachel should explain the gastronomical adventures, ethnographic perspectives, and the learning benefits of every region. She could bring in narratives or cases to explain the images so as to be more meaningful to the audience.

 Serving Regional Food:

 It would be most preferable if feeding was to be done towards the end. It enables the audience to concentrate on presentation without distractions and gives a memorable ending which is connected with the content discussed.

 Handling Questions and Answers

 When to Take Questions:

 Rachel could answer questions during the presentation to keep the audience’s attention; however, it should be done in a way as not to interrupt the presentation. Or she could provide the time at the end to answer all the questions and concerns of the participants.

 Anticipating Questions:

 The questions that Rachel should expect include; How much will it cost, Is it safe to travel to; The arrangement of the trip and What is the educational value of the trip. It could be useful to avoid unclarity and actually eliminate the majority of the above mentioned questions by including responses to them in the presentation itself.

 It will assist her to do her home work well and execute the presentation, so that her aims and objectives are met as she acknowledges the feelings of her audience.