ORAL PRESENTATION GUIDELINES
At the conference
- Pick up your registration materials. This serves as your presenter check-in; no additional presenter registration is required on-site.
- Test your PowerPoint presentation in the Presenter 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 to answer any additional questions.
The presenter ready room is:
- Located at the JW Marriott Indianapolis on the 3rd floor in room 311. Please check the map of the venue in the program and signs on-site for the exact location.
- Available so that you can 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, which will be the responsibility of the presenting author. If a presentation is missing, please immediately notify staff.
- Open during the following times:
- Saturday, 28 October: 10:00 a.m.-4:30 p.m. (1000-1630)
- Sunday, 29 October: 8:00 a.m.-4:30 p.m. (0800-1630)
- Monday, 30 October: 8:00 a.m.-4:30 p.m. (0800-1630)
- Tuesday, 31 October: 8:00-11:00 a.m. (0800-1100)
- Each concurrent session is 45 to 75 minutes in length, allowing for two to three presentations per session, each limited to 15 minutes plus 5 minutes for questions from the audience.
- Session moderators are instructed to terminate presentations that 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 April 2017.
- 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 April 2017.
- 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.
Working with your Moderator
To learn how to successfully work with your moderator and avoid conflicts of interest, please download the ANCC Compliance and Working with Your Session Moderator document using the button below.
Download it now
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 presentations will be pre-loaded and linked by Sigma Theta Tau International to reduce downtime due to technical problems and to facilitate the transition between presenters.
- Presentations must be uploaded via the Speaker’s Corner site no later than Wednesday, 13 September 2017. Presenters not meeting this deadline will need to give their presentations by handout or be prepared to not use the provided equipment to present.
- If you are 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 except what is stated above will be available for presentations.
- If PowerPoint will not be used to present, please email Machelle Fisher (email@example.com) no later than Wednesday, 13 September 2017. Presenters not meeting this deadline will need to give their presentations by handout or be prepared to not use the provided equipment to present.
- Presenters wishing to provide handouts to attendees should bring approximately 50 copies.
- JW Marriott has 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 audience members do not speak English as their first language, speak more slowly 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 ever use sports or war analogies.
- Limit the use of acronyms or internal lingo and jargon unless it has been previously described/explained.
- Do not tell jokes! Feel free to use humor, preferably self deprecating – but even then, not too much of that. There is humor we all share, so 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,” so remove such references as “last week” or “this afternoon”; this approach 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 and display a limited number of words. However, if your audience members do not share your language as their first language, the PowerPoint may help aid comprehension, so add slides
with some of the important concepts or consider distributing a handout. 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, because it rarely is!
- Find out in advance the event's dress code 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 ahead of time to learn more about your audience members, their culture, and their preferred learning style. This preparation will help you better interpret their verbal feedback during a question-and-answer session or non-verbal responses to your presentation. Consider
these general examples (these are generalizations, of course, so you will be prepared):
- In India, do not worry if they shake their heads—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 and 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 apiece.
- Be aware of time limitations.
- Space information evenly on the slides.
- Your speech should 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.
- Ensure that your background and font colors are easy to read at a distance.
- Fonts should be easy to read (no smaller than 24-point).
- Style headers in the same font and point size throughout the presentation.
- The body of the slides should be in the same font and font size throughout the presentation.
- Limit animations.
- If you are using animation, be sure that it is timed and that transitions do not occur on the click.