Oral and Symposium Presenter Information
IMPORTANT! Please note, the Presenter Acceptance Policy reflects the expectations of all presenters for this event.
At the conference:
- Pick-up your registration materials.
- Test your PowerPoint presentation in the speaker ready room the day before your session.
- Arrive at the session room approximately 15 minutes before the session begins.
- Staff will be available to explain how to use the equipment and for any additional questions.
Speaker Ready Room
- The speaker ready room is: Located at the JW Marriott Indianapolis on the third floor in Room 312. Please check the map of the venue in the program and signs on-site for the exact location.
- Available to practice your PowerPoint presentation. Oral and symposium presenters may view their already loaded presentations on the computers. Changes and updates to the presentations CANNOT and WILL NOT be made on-site. Presentations can be made from handouts. Handouts will be the responsibility of the presenting author. If a presentation is missing, please notify staff immediately.
- Open during the following times:
- Saturday, 16 November
9:00 a.m.–4:30 p.m. (0900–1630)
- Sunday, 17 November
8:00 a.m.–4:30 p.m. (0800–1630)
- Monday, 18 November
8:00 a.m.–4:00 p.m. (0800–1600)
- Tuesday, 19 November
8:00–11:00 a.m. (0800–1100)
- Each concurrent session is 75 minutes in length, allowing for three presentations per session limited to 15 minutes plus 5 minutes for questions from the audience for each presentation.
- Session moderators are instructed to terminate presentations which exceed their allotted time.
- Please refer to your presenter letter for the date and time of your presentation. Presenter letters with scheduled presentations will be sent to all accepted presenting authors by the end of June 2013.
- It is recommended that only one author present per oral presentation; however, if multiple authors present for a single presentation, the time allotted must be split between those presenters.
- On-site, some sessions may have fewer presentations, due to last minute cancellations.
- Each concurrent session is 75 minutes in length.
- Please refer to your presenter letter for the date and time of your presentation. Presenter letters with scheduled presentations will be sent to all accepted symposium organizers by the end of June 2013.
- Time allotted to each presenter within a symposium is determined by the symposium’s organizer.
- Time for a question and answer dialogue with the audience should be reserved at the end of the presentation.
Audio/Visual Equipment Guidelines and Requirements
- All session rooms are equipped with:
- LCD projector for PowerPoint presentations
- Lectern microphone
- Computer with built-in speakers
- Projection screen
- All PowerPoint presentations must be given on the provided computer and projector. Presenters CANNOT use personal equipment or attach personal equipment to the equipment provided by the audio/visual vendor.
- Only provided equipment and software are available for use during presentation. Specialized software (Flash, QuickTime, etc.) will not be supported on-site.
PowerPoint Presentation Guidelines and Requirements
- All presentation will be pre-loaded and linked by Sigma Theta Tau International in order to reduce downtime due to technical problems and ease the transition between presenters.
- Presentations must be uploaded via the Speaker’s Corner site no later than Wednesday, 16 October 2013.
- Presenters not meeting this deadline will need to present their presentation by handout or be prepared not to use the provided equipment to present.
- If unable to upload the presentation, contact firstname.lastname@example.org to make arrangements.
- CHANGES CANNOT BE MADE TO PRESENTATIONS, ONCE THEY ARE SENT.
- CHANGES CANNOT AND WILL NOT BE MADE ON-SITE.
- Audio and video files are not permitted and will not be supported on-site.
- PowerPoint is not required to present; however, no other equipment will be available for presentation except what is stated above.
- If PowerPoint will not be used to present, please email Machelle Fisher (email@example.com) no later than 16 October 2013. Presenters not meeting this deadline will need to present their presentation by handout or be prepared not to use the provided equipment to present.
- Presenters wishing to provide handouts to attendees should bring approximately 50 copies.
- A business center where handouts can be made on-site for a fee.
- Sigma Theta Tau International will NOT provide handouts for the concurrent sessions.
Speaker Guidelines for Addressing International Audiences Adapted from a compilation by the ASAE International Section Listserv, May 2008
- If the audience does not have English as their first language, speak slower than usual, and use simpler/smaller words, and simpler/shorter sentences. Long, compound sentences will confuse the audience.
- Avoid ‘nation-centric’ expressions, idioms or slang.
- Do not use sports or war analogies, ever!
- Limit the use of acronyms or internal lingo and jargon unless previously described/explained.
- Do not tell jokes! Feel free to use humor, preferable self deprecating – and even then not too much of that. There is humor we all share, look to what makes us human and you cannot go wrong. Pay very close attention to the audience; are they laughing when you think they should be laughing? If they are NOT laughing…immediately start cutting back on the humor you are using.
- Adapt all geographically variant measurements and influences (such as seasons, distances, currencies, etc.) to the local situation – unless the differences are important to the discussion.
- Presentations should be ‘timeless’ – remove references such as ‘last week’ or ‘this afternoon’ – this helps if the session is recorded in any fashion. For live webcasts broadcast in different times zones, do not start with ‘good morning.’
- Avoid using graphics or photos on your PowerPoint presentation that may be nation-centric or that could be offensive to other cultures. Keep it simple!
- Remember that your PowerPoint should only serve as an aid to your presentation with limited number of words. However, if you audience does not have your language as their first language, the PowerPoint may help aid comprehension so either add slides with some of the important concepts or consider distributing a hand-out. If needed, have the slides/handout translated by local contacts.
- Consider that a picture is worth a thousand words so use a picture/image to tell a story, IF you are sure the message behind it is universal…but be careful, it rarely is!
- Find out in advance where the dress code for the event is and dress accordingly.
- Regardless of your allotted time and when you were supposed to start or actually started, finish according to the original schedule. You might get away with finishing late in North America…but not in Finland or Germany.
- Make every attempt to learn more about your audience, their culture and preferred learning style. This will help you interpret their verbal feedback during a question and answer session or non-verbal response to your presentation. Consider these examples. These are generalizations, of course, and you will be prepared.
- In India, do not worry if they shake their head, rather remember this means they agree.
- In Japan, do not be concerned if they occasionally close their eyes.
- In Japan, do not single out someone to answer a question – they prefer not to speak as individuals – they assume the speaker (sensei/teacher) is to be respected and listened to.
- In Finland, do not expect audience feedback.
- In the Netherlands, expect to be challenged during your talk – they value debate – even when they agree with you.
PowerPoint Presentation Recommendations
- Your audience will be multinational. Be sure to explain/define any slang terms, acronyms, etc.
- Slides should not have more than five lines of information.
- Be aware of time limitations.
- Information spaced evenly on the page.
- Speech is not written, but highlighted, on the page.
- Use the option for ‘Font TrueType’
- Maintain consistent fonts throughout, using no more than two fonts on one slide
- Use traditional bullets (i.e., circles or squares), instead of “fun” bullets. Depending on the version of PowerPoint used, some bullets may not transfer.
- Background and font color are easy to read at a distance.
- Font easily read (no smaller than 24-point).
- Headers are in the same font font size throughout the presentation.
- Body of the slides is in the same font font size throughout the presentation.
- Limit animations.
- If using animation, be sure that animation is timed and transitions do not occur on the click.
For more information, please contact firstname.lastname@example.org
or call 888.634.7575 (U.S./Canada toll free) or +1.317.634.8171 (International).