Guidelines for Workshop Organizers
- Collect all presentation files from your speakers at least 24 hours prior to your session and load them on a flash drive. (Note: Flash dive needs to be large enough to handle all files)
- Obtain a copy of each abstract and familiarize yourself with the presentations.
- Obtain a biographical sketch of each speaker, and prepare a brief introduction for each speaker.
- Ensure that the workshop abstracts have been entered online to avoid “title not available” and “abstract not available” entries in the Online Program.
- Be in the room AT LEAST 10 minutes prior to the session start time.
- Load all presentations from the flash drive onto the computer in the room.
- Check that all your speakers are present.
- Introduce yourself to the speakers in your session.
- Check speakers’ names (pronunciation), titles, and affiliations.
- Explain to the speakers how much time they have to speak.
- Explain to the speakers that you will either stand, or hold up a card indicating when their time is up.
- Ask your speakers to please comply with the time constraints.
- Start on time.
- Keep introductions brief.
- Suggest that all speakers use the microphone.
- Make sure that speakers do not block the screen when presenting slides or overheads.
- Take charge of the time (it is your responsibility!) and hold each speaker to the time allotted, and remind speakers about remaining time (5 minute and 1 minute warnings).
- Do not start the next talk until the appropriate time.
- If a speaker ends early, use that extra time for questions and comments from the audience.
- Do not start the next talk until the appropriate time (this is especially important since there will be parallel workshop sessions).
- In floor discussions or questions, keep questions and comments brief.
- Restate the question – they often cannot be heard by all the audience.
- End on time – Urge the audience to continue their discussion elsewhere, such as in the hallways or at the coffee break.
- A computer projector will be available in all workshop rooms. Personal laptops CANNOT be plugged into the projectors.
- All speaker presentations must to be loaded onto the computer desktop by the Workshop Organizer via a USB flash drive.
- All session meeting rooms are equipped with the following equipment:
- Data projector
- Computer
- Laser pointer
- Screen
If you require ANY additional capabilities, no matter how basic, you must contact your workshop organizer as soon as possible to determine if arrangements can be made to accommodate your needs.
Guidelines for Speakers
- Send a brief biographical sketch to your session chair.
- Send any handouts you would like distributed.
- Presentation Tips
- Make sure all powerpoint slides are readable.
- Very small font is not recommended.
- Prepare your talk for the appropriate time allotted.
- Make sure the workshop organizer has your presentation file the day prior to your talk.
- Arrive in the appropriate room for your talk at least 10 minutes early.
- Introduce yourself to the chair, make sure the chair has the information for your introduction.
- Check that the appropriate equipment you require for your presentation is present in the room
- Stay aware of the time allotted for your talk.
- Speak slowly and clearly, and loud enough to be hear in the back of the room.
- Stay for the entire session (before and after your talk), as there may be questions pertaining to your presentation at the end of the session.
- Stay aware of the time allotted for your talk.
- Speak slowly and clearly, and loud enough to be hear in the back of the room.
- Stay for the entire session (before and after your talk), as there may be questions pertaining to your presentation at the end of the session
Projecting Your Presentation
- A computer projector will be available in all workshop rooms. Personal laptops CANNOT be plugged into the projectors.
- All speaker presentations must to be loaded onto the computer desktop by the Workshop Organizer via a USB flash drive.
- All session meeting rooms are equipped with the following equipment:
- Data projector
- Computer
- Laser pointer
- Screen
If you require ANY additional capabilities, no matter how basic, you must contact your workshop organizer as soon as possible to determine if arrangements can be made to accommodate your needs.
