Final Presentation

overview, detailed logistics and timeline, results

Overview
The final project milestone is a formal presentation that is attended by the entire class, all instructors, course sponsors, and guests from product development firms. The presentation is structured as a new product launch event. There will be in excess of 1100 guests in the theater, and a larger audience online (in 2017, 40,000 unique IPs followed the webcast for a minimum of 15 minutes)! It takes place during the evening on the date indicated in the class schedule and contributes to a portion of your shared team-wide grade.

The presentation provides each team with the opportunity to show their work to a wide audience that includes academics and industry representatives. It will help you learn how to prepare a polished technical presentation that is intended for a diverse, but educated, technical, non-technical, and business oriented audience.

You will want to demonstrate your prototype and may present customer data, market information, specifications, or benchmarks for your product. The audience will evaluate your work. The evaluation form asks guests to rate the quality of your presentation, your product, and your customer data. This information will be provided to each team as feedback.

Examples from previous final presentations are on the right. You can also view final presentations from other years in the gallery (select a project and the final presentation will start playing automatically). The communication instructors have also prepared some final presentation pointers, and some thoughts about selecting presenters for the final presentations. Also, you might review the annotated video examples addressing transitions and conflict in narratives.

Additionally, you will need to prepare a digital product brochure (pdf) that we will post online and provide links to during the final presentations. There are also pointers for on-line brochure design.

Logistics and timeline
The final presentation will be from 7:30-10:00 PM in Kresge Auditorium on the date indicated in the course schedule. You will need to be in your seats before 7:15.

There are a number of activities that need to be coordinated, so please review the general information, booth setup instructions, and the detailed timeline below carefully. In the timeline, note that there are 15 minute run though times scheduled between 2-4:35 PM in the auditorium. Guests start arriving by 6 PM so the rehearsal cannot run late! Everything must be ready to go at 6 PM, no exceptions.

stage setup
seating plan
booth locations
online brochure
nametags and bag storage
reception dinner serving locations
path from foyer to backstage
presentation upload schedule
Kresge rehearsal schedule

General information and stage layout
There are 7 minutes for each presentation, followed by a 4 minute discussion period and a maximum of 4 minutes for transition between teams. It's important that you stay within your alloted time to keep the overall presentation moving! The lobby will have displays and audio so that standby ticket holders can watch while they wait, and the Little Theater will also be setup as an overflow venue and waiting area for standby guests. A webcast will be linked on the course home page. Dinner will be provided during the reception after the presentations.

The goal of the presentation is to display the merits of your design: the prototypes, key needs, technical innovation, how it could be realized as a product (simplified business case featuring how your product will reach its intended users), and outstanding issues. Video of prior presentations are in the course gallery. Presentations typically include elements such as product demonstrations, slides, video and animations. It is advisable to show the product at the start of the presentation. Some additional details about starting and ending your presentation are in the presentation portion of the setup timeline. Please see the timeline for details about what-needs-to-happen-when leading up to the presentation.

Guests will be provided with a review form to provide feedback. Your team's grade for the final presentation will be determined by your team instructors. Your presentation design and execution is an important component of the review.

The presentation order is:

Yellow water rescue
Blue safe knife
Purple breast feeding
Red cooking temperature
Orange cold water survival
Green raising wheel chair
Pink rolling crutch
Silver speed bump


A schematic of the stage setup is shown below. The first image shows the configuration before your presentation begins. You will enter through the center of the stage and be hidden behind reveal gates. When your presentation starts, the lights come on, the gates open to reveal you and your set, and your slides project. The second image shows the configuration during your presentation. The Q&A session is moderated, so the moderator (not your team) will invite questions. Rather than preparing a "questions" slide, think of a captivating image for your final slide to project during the 4 minutes of Q&A!

Your slides are in the center section of the screen in a 16:9 format, and you should prepare your slides in this proportion. The outer sections will project a live feed that switches selection of various on-stage cameras, including closeup shots. The outer images will mirror each other with the exception that the right screen may also be switched to an on-stage source to show items such as a GUI demo. All on-stage source feeds are to be worked out in advance with course staff, and we will assist in providing the setup to make this work.

Presentation slides should use either Keynote or Powerpoint. Keynote is often more reliable and preferred. All slides will be loaded on a single presentation computer (and backup computer). Changes are not possible after the final upload.


Booth setup

Your team will have an area so that guests can see your product and meet with you during the reception that follows the presentations. Weather permitting, the booths are located outside, in front of Kresge Auditorium foyer. The team booth is defined by the set used for your presentation. There is no room for extra tables, posters or monitors, etc.

You are required to prepare a single, printable and web-suitable pdf file that will be posted as an online, digital brochure. This is due at 5 PM Sunday before the presentations, and an uploading tool will be available. URLs and QR codes linking to your brochure will be in the event program, and will also be on the side of your set. If you wish, you may print physical brochures or cards in addition to preparing the digital brochure. The communications staff have prepared guidelines for digital brochure design.

When guests arrive before the program, your sets and prototypes will be backstage (in the basement near the elevator) so that your presentation reveal has the element of surprise. This will also help with lobby space and managing people arriving for standby tickets before the presentations. It is packed with people, so the lobby must be totally clear before standby guests start arriving. Your bags, etc. will be kept in your team practice area on the basement level. The lobby will be nicely decorated and spacious.

During the time that guests are arriving (before the start of the program) you should be wearing your name tag and mingling. You can pickup your nametags in your team practice area (located in the basement across from the Little Theater). You should be wearing your name tag no later than 6 PM. Your name tag is also very important for you as it has your timing/logistics printed on the back.

Again, all bags, coats, supplies and miscellaneous items must be kept in your team's area in the practice room in the basement. They are not to be stored in the foyer. We need to keep the foyer clean to accommodate a large number of people.

As soon as your presentation is over, your set and prototype will be transported to the reception area and set up outside in front of your team's banner.

110 VAC, 15 A outlets and spot lighting from above will be provided for your booth. Please let the course instructor know if other special equipment will be needed.

The layout for the booths is shown below.

Dinner will be served after the presentations. There will be three serving stations and each station is offering identical food. The two serving stations on the ground floor (shown above) are for guests only. All class members are to use the serving station on the basement level, in front of the little theater (shown below). This is very important to manage crowding, as more people fit in the auditorium than can be accommodated in the foyer.



Timeline

Day and time Activity Notes

Friday,
Dec. 7
4:00-9:00 PM

Presentation practice sessions


Please see the practice session description for details and the scheduling tool. Several course instructors will attend this session. You can pick a 30 minute time slot that works for your team. You need to go to this presentation with a complete "final" draft of your presentation and presenters should attend.

Sunday,
Dec. 9
2:00-6:00 PM

Additional practice
time

Communication instructors are offering additional rehearsal time. Each team is strongly encouraged to sign up for a 30-minute slot.

Sunday,
Dec. 9
5:00 PM

Digital brochure due Use an online tool provided on the homepage to upload your digital brochure. Be sure to check your brochure online after you have uploaded. There will be links to your brochure at the final presentation!

Sunday,
Dec. 9
5:00 PM

Set moving Course staff will move the team sets from Pappalardo lab to the Kresge Auditorium foyer. Prototypes should be tested in the set context prior to moving. On Monday, sets will be available for practice in the basement of Kresge auditorium. Please, use the designated route the basement/stage elevator area.

Yellow and blue team sets will move on-stage mid-day Monday before the rehearsal, as noted below. Some materials for orange (water tanks) and silver (golf cart) will also be moved backstage during the day on Monday.

Sometime during the evening on Sunday (when the stage is ready), we will need to test with yellow team's launching and silver team's golf cart, and red team's UI projection and cooktop, and orange team's temperature display.
Sunday,
Dec. 9
6:45 PM
Class photo The entire class, wearing team hard hats, will assemble at Kresge in front of their team banners. We will taking a final class video for use at the presentations.

Monday,
Dec. 10
11 AM-1:00 PM
Presentation uploading

The course TAs will be in the Pappalardo lab to upload the final version of your slides to the presentation computer. Please have a team member present that is familiar with the details of the presentation so that they can make sure everything is working correctly.

Please arrive exactly on time because we must have all presentations loaded by 1:00 PM. You will be able to schedule your time slot for uploading. The schedule is very tight so this cannot run late! This is not a time to edit slides—your slides need to be ready ahead of time. Presentations may not be changed after this time as the backup presentation system also needs to be setup.

Monday,
Dec. 10
2:00-4:35 PM

Presentation
rehearsal

Each team will run through their presentation on stage (less sets).

The actual presenters from each team must attend to make sure everything is working and become familiarized with the presentation setup. This is your chance to try out the microphones, slide remote, confidence monitor, and get used to being on the stage in Kresge. This is not a time to edit slides.

Additionally, each team must have a designated projectionist's assistant who will sit with the projectionist during the team's presentation to provide instructions about starting videos or other details. Your team's projectionist's assistant must also be at the practice session.

The run through schedule is:
2:00-2:15 red team (note: red is out of order due to a conflict)
2:20-2:35 yellow team
2:40-2:55 blue team
3:00-3:15 purple team
3:15 red supporting AV and lighting cues
3:20-3:35 orange team
3:40-3:55 green team
4:00-4:15 pink team
4:20-4:35 silver team

Do not be late! Guests will start arriving at 6:00 so practice cannot continue past this time.

Monday,
Dec. 10
2:00-6:00 PM
Lobby preparation for guests

The foyer must be cleared, with all prototypes and sets backstage by 6:00 since guests will start showing up at this time. 6:15 PM is when standby tickets become available. Coats, bags are stored in your team's area in the practice room, opposite the Little Theater. Please make sure that the lobby is clean and free of coats and other items.

All prototypes and sets will be staged in the basement by the elevator. If help is needed for planning how to move your prototypes from Pappalardo to backstage please see Steve, Bill, Jimmy, Tasker, or the course instructor.

By 6 PM you should have picked your name tag from the team practice area and and be wearing it. Instructions with the timing for when presenters and Q&A participants report backstage will be on the back of your namecard. Nametags are in your team's area in the practice room.

Yellow team's set will be setup front stage since they will be presenting first. The yellow team set and product must also be ready to go by 6:00 since the front stage should remain clear once guests begin arriving.

Blue team, presenting second, will setup backstage, so that they are ready to roll out after yellow team's presentation. This also needs to be ready by 6:00.

Yellow and Blue, please do not bring your materials in through the auditorium to the front of stage. The stairs onto the front of stage are blocked. Staff (and signage) will show you how to reach the backstage area.

Monday,
Dec. 10
6:00 PM


Pappalardo lab closes

 
Monday,
Dec. 10
6:45 PM
Doors open for RSVP seating  
Monday,
Dec. 10
7:00 PM

Yellow team instructions Members of yellow team that are presenting first will meet the course instructor backstage to coordinate the beginning of the program.

Monday,
Dec. 10
7:15 PM
All students seated
Doors open to non-RSVP seating

All students should be seated in their allocated area no later than 7:15 PM. After 7:15 standby admissions begin and you may have trouble keeping your seat if you are not in it.

Yellow and blue team projectionist's assistants must report to the projectionist by 7:15.

Monday,
Dec. 10
7:15 PM
First two teams (yellow and blue) report backstage

All presenters from yellow and blue team must be backstage.

Additionally, any team members from yellow team that wish to participate in the Q&A should be backstage at this time (again, remember that at no time during the presentations will people be entering from the front of the stage—see the route for how to go backstage).

There will be a monitor backstage so you can watch the presentations while you are waiting.

Monday,
Dec. 10
7:30-10:00 PM
Presentations

The presentations start at 7:30PM sharp. All students are expected to attend the presentations. Please never enter or leave the room while another team is presenting. Also, food/beverage is not allowed inside the theater.

The logistics/timing for moving backstage will be printed on the back of your name card (and also provided here). Please pay close attention to the timing as the logistics are complicated and critical!

When the Q&A period begins for the team two presentations prior to your presentation, presenters and people needed to help load the set on the elevator must leave the auditorium for the foyer and then backstage. Course staff will be in the foyer. You will meet with them and then leave for backstage using the indoor route marked with signs.

Your team's projectionist's assistant should also report to the projectionist at this time.

Times to leave the auditorium to move set from basement to backstage:
Green team: when yellow team's Q&A begins
Red team: when blue team's Q&A begins
Orange team: when green team's Q&A begins
Purple team: when red team's Q&A begins
Pink team: when orange team's Q&A begins
Silver team: when purple team's Q&A begins

If a staff member comes at an earlier time saying it is time for you to head backstage, please go with them promptly.

The route for moving backstage is shown at the end of this section. Sets (and helpers) will only be moved to and from backstage in the elevator during the transition periods between presentations.

Once your set is backstage, only the people needed for the presentation may remain backstage. It is really important to be quiet backstage since you are separated from the front of stage by a curtain only!

When presenters arrive backstage they will be fitted with wireless microphones. When the 4 minute Q&A for the team ahead of you ends, course staff will help you roll your setup front stage through the entry opening. There is a maximum of 4 minutes for setting up, and shorter is much better.

Once you are setup, the course instructor will check that everything is ready to go your team will be introduced. Then the stage lights and your slides will come on. At this point you will proceed on-stage and your 7 minutes for presentation begins.

You will be introduced by team color, so you probably don't want to start by repeating this information (imagine "let's hear it for magenta team". Yay! "Hi, We're magenta team!"??).

When ending your presentation, please DO NOT invite questions or end on a questions slide. There is a question moderator that will introduce the Q&A for each team. End your presentation with a strong image! If other team members are waiting backstage to participate in the Q&A, they should come on-stage through the entry portion of the stage. There will be an extra hand-held microphone for the Q&A.

Students participating only in the the Q&A should leave the auditorium through the rear of the auditorium and proceed to the backstage, following the same backstage route when the Q&A prior to your team's presentation begins (again remember that we will not have people entering onto stage from the main auditorium).

After your Q&A ends and the transition period begins, course staff will help you roll your setup off stage through the exit side of the stage. Take off your microphones and return your prototype and set to your booth location at the front of Kresge.

Please setup your booth so that it is ready with your product for the reception immediately after the presentations. Return back to the presentations as soon as possible, but please do not return to your seat when another team's presentation is in progress. Also, when in the foyer, you must be quiet so you do not disturb other presentations. You can watch the presentations on displays in the foyer as well.

Silver presents last, and we will return your set to the reception as quickly as possible after the presentations, so it will be available in front of Kresge for all but the first few minutes of the reception.


Monday,
Dec. 10
10:00 PM
Reception

Be prepared to mingle with guests at your team booth area. Dinner will be available. Please remember that identical food service is in three locations, and all class members should only use the food service in front of little theater on the lower level.

During the reception we will be coming by your team booth to take a team picture.

Monday,
Dec. 10
~11:00 PM
Return prototypes

The Pappalardo lab will be opened so that prototypes can be returned. The exact return time will be based upon when guests have left the reception. Team members, please help return their set and other materials back to Pappalardo lab.

Final presentation videos for each team will be posted on the website Wednesday afternoon. The webcast is available immediately from the course homepage.

Wednesday,
Dec. 12
Reflection

Be sure to write your final reflection in your design notebook before your submission. The final course wrap-up is on Wednesday and includes a late lunch/early dinner in Pappalardo lab.