Next time you invite someone to update your team, interview them instead of asking them to come with a presentation. They will like it better (no formal prep) and you and your team will be able to ask questions that get to the heart of what is needed. This works great with quality and safety data, financial information, construction updates, and finding the mood of some of the staff.
A recommendation: get rid of the tables and bring the chairs up close to you and the one you are interviewing. This creates a sense of community and intimacy and helps support the one being interviewed…distance of any sort (as well as tables!) creates spectators instead of participators. Try it. Take the risk a few times and see what happens.