2.009 Product Engineering Processes

Final Presentation Logistics

The final presentation will be from 7:30-10:00 PM in Kresge Auditorium on the date indicated in the course schedule.

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 3-5:35 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 5 minutes for transition between teams.

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.

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. Presentation design and execution is an important component of the review.

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. A set of presentation tips has been prepared by the communications instructors. Some additional details about starting and ending your presentation are in the presentation portion of the setup timeline.

The presentation order is:

Red Climbing game
Yellow Guitar tab writer
Blue Rolling walker
Orange Communication mask
Purple Wheelchair rain cover
Green Glove remover
Silver Ice dam preventer
Pink Phone AED

A schematic of the stage setup is shown below. The screen is in 16:9 format, and you should prepare your slides in this proportion as well. Presentations should use either Keynote or Powerpoint. Often, Keynote is more reliable.

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. A webcast will be linked on the course home page.

Dinner will be provided during the reception after the presentations. Please see the timeline for details about what-needs-to-happen-when leading up to the presentation.

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. If weather does not permit they will be inside the 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 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) so that your presentation can have the element of surprise. This will also help us have room to manage people arriving for standby tickets before the presentations. 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.

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.


Day and time Activity Notes

Dec. 9
4:00-9:00 PM

Presentation practice sessions

Please see the practice session description for details. Several course instructors will attend this session. We will be posting an online scheduling tool so that 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.

Dec. 11
2:00-6:00 PM

Additional practice

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

Dec. 11
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!

Dec. 11
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.

Red and yellow team sets will move onstage mid-day Monday before the dress rehearsal, as noted below.

Dec. 11
6:30 PM
Class photo The entire class, wearing team hard hats, will assemble at Kresge in front of their team banners. We will taking a class video for use at the final presentations.

Dec. 12
noon-2:00 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 2:00 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.

Dec. 12
3:00-5:35 PM


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:
3:00-3:15 red team
3:20-3:35 yellow team
3:40-3:55 blue team
4:00-4:15 orange team
4:20-4:35 purple team
4:40-4:55 green team
5:00-5:15 silver team
5:20-5:35 pink team

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

Dec. 12
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.

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.

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

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

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

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

Red and yellow, 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 will show you how to bring your materials backstage using the elevator.

Dec. 12
6:00 PM

Pappalardo lab closes

Dec. 12
7:00 PM

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

Dec. 12
7:15 PM
All students seated

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.

Red and yellow team projectionist's assistants must report to the projectionist by 7:15.

Dec. 12
7:15 PM
First two teams red and yellow) report backstage

All presenters from red and yellow team must be backstage.

Additionally, any team members from red 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.

Dec. 12
7:30-10:00 PM

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. Please pay attention to the timing as the logistics are involved!

The moving logistics are also provided here. 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:
Blue team: when Red team's Q&A begins
Orange team: when Yellow team's Q&A begins
Purple team: when Blue team's Q&A begins
Green team: when Orange team's Q&A begins
Silver team: when Purple team's Q&A begins
Pink team: when Green 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 people) will only be moved to and from backstage (in the elevator) during the transition periods.

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 side. 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 onstage 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. If other team members are waiting backstage to participate in the Q&A, they should come onstage through the entry side 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.

Pink 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.

Dec. 12
10:00 PM

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.

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

Dec. 12
~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.

The final presentation video will be posted on the website Wednesday afternoon. The webcast is available immediately from the course homepage.

Dec. 14

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.