Guidelines for Presentations & Session Management - Incose
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Guidelines for Presentations & Session Management Table of Contents 1. Scope 2. Presentation Best Practices 3. Guidelines for Session Managers 4. Session Manager Checklist 5. Guidelines for Paper Presenters 6. Paper Presenter Checklist 7. Guidelines for Poster & Key Reserve Paper Presenters 8. Guidelines for Tutorial Presenters Version 2.5 March 2016 Page 1 of 18
Guidelines for Presentations & Session Management 1. Scope This document provides guidance, expectations and rules related IS2016 presentations as well as session management. Presentation includes, in this context, papers, posters, tutorials, and panel presentations. Session management includes, in this context, session chairs, session co-chairs, panel moderators, and tutors. Presenters & session managers are the primary audience of this general guideline document. However, reading this document does not eliminate the need for speakers and session chairs to attend the Speaker’s Breakfast at 07:00 the morning of the session they are in. General instructions and venue-specific instructions will be taught in-person to all presenters & session chairs at the Speaker’s Breakfast. Additionally, absence from the Speaker’s Breakfast will determine which backup session chairs or backup presenters need to be deployed. During the symposium use the following cell phone contact information to help address any issues related to the session or presentation you are involved in. Prior to the symposium please use email. IS2016 Tech Program – for Session or Presentation Related Assistance Email: is_techprogram@incose.org Conference Management – for A/V, Signage or Room Related Assistance Email : symposium@incose.org INCOSE Administrative Office – for general INCOSE information Tel: +1 858-541-1725 Email: info@incose.org Version 2.5 March 2016 Page 2 of 18
Guidelines for Presentations & Session Management 2. Presentation Best Practices From INSEAD – a top ranked international business school One of the tools of communicating is the ever-popular presentation. However, as commonplace as they may be, Steve Knight , a business communications specialist and adjunct professor at INSEAD, says few have perfected the art of delivering a memorable and effective presentation. He has a few pointers to offer: first, assess the audience, preferably weeks ahead of the event. Find out who your audience is and what they will be expecting from you. Then you can fine-tune your presentation to make sure you hit the right notes. “The biggest mistake is that people often don’t assess their audience. They just go around the country or the continent and deliver the same presentation to different audiences: engineers, call-center staff, executive directors.” Knight attributes good stage presence as another clincher to an effective presentation. This encompasses knowing exactly how to command attention from the audience through body language, eye contact, and moving around the stage instead of standing behind the lectern. One thing he cautions to avoid is what he calls ‘death by PowerPoint’, basically using a standardized deck of slides, irrespective of context and audience. “It’s the dog walking you, rather than you walking the dog. Your story has got to come first, then you produce your slides to support your story, not the other way round. The slides need to be clear and concise – they’ve got to be short and simple, and they’ve got to be visually interesting and entertaining.” Version 2.5 March 2016 Page 3 of 18
Guidelines for Presentations & Session Management
From Toastmasters International – an international public speaking organization
Feeling some nervousness before giving a speech is natural and even beneficial, but too much
nervousness can be detrimental. Here are some proven tips on how to control your butterflies and
give better presentations:
• Know your material. Pick a topic you are interested in. Know more
about it than you include in your speech. Use humor, personal stories and conversational language – that way
you won’t easily forget what to say.
• Practice. Practice. Practice! Rehearse out loud with all equipment you plan on using. Revise as necessary.
Work to control filler words; Practice, pause and breathe. Practice with a timer and allow time for the
unexpected.
• Know the audience. Greet some of the audience members as they arrive. It’s easier to speak to a group of
friends than to strangers.
• Know the room. Arrive early, walk around the speaking area and practice using the microphone and any visual
aids.
• Relax. Begin by addressing the audience. It buys you time and calms your nerves. Pause, smile and count to
three before saying anything. ("One one-thousand, two one-thousand, three one-thousand. Pause. Begin.)
Transform nervous energy into enthusiasm.
• Visualize yourself giving your speech. Imagine yourself speaking, your voice loud, clear and confident.
Visualize the audience clapping – it will boost your confidence.
• Realize that people want you to succeed. Audiences want you to be interesting, stimulating, informative and
entertaining. They’re rooting for you.
• Don’t apologize for any nervousness or problem – the audience probably never noticed it.
• Concentrate on the message – not the medium. Focus your attention away from your own anxieties and
concentrate on your message and your audience.
• Gain experience. Mainly, your speech should represent you — as an authority and as a person. Experience
builds confidence, which is the key to effective speaking. A Toastmasters club can provide the experience you
need in a safe and friendly environment.
Try to avoid these common mistakes when making presentations:
• Starting with a whimper. Don’t start with “Thank you for that kind introduction.” Start with a bang! Give the
audience a startling statistic, an interesting quote, a news headline – something powerful that will get their
attention immediately.
• Attempting to imitate other speakers. Authenticity is lost when you aren’t yourself.
• Failing to “work” the room. Your audience wants to meet you. If you don’t take time to mingle before the
presentation, you lose an opportunity to enhance your credibility with your listeners.
• Failing to use relaxation techniques. Do whatever it takes – listening to music, breathing deeply, shrugging
your shoulders – to relieve nervous tension.
• Reading a speech word for word. This will put the audience to sleep. Instead use a “keyword” outline: Look at
the keyword to prompt your thoughts. Look into the eyes of the audience, then speak.
• Using someone else’s stories. It’s okay to use brief quotes from other sources, but to connect with the audience,
you must illustrate your most profound thoughts from your own life experiences. If you think you don’t have any
interesting stories to tell, you are not looking hard enough.
• Speaking without passion. The more passionate you are about your topic, the more likely your audience will
act on your suggestions.
Version 2.5 March 2016 Page 4 of 18Guidelines for Presentations & Session Management
• Failing to prepare. Your reputation is at stake every time you face an audience – so rehearse well enough to
ensure you’ll leave a good impression!
• Failing to recognize that speaking is an acquired skill. Effective executives learn how to present in the same
way they learn to use other tools to operate their businesses.
Version 2.5 March 2016 Page 5 of 18Guidelines for Presentations & Session Management From Harvard Business Review – the business magazine from Harvard University Most presentations go bad because the presenter didn't prepare well enough in two ways. In fact, so important are these two classic errors that I'm going to elevate them to The Two Rules for Preparing a Successful Presentation. Rule One: Know Thy Audience Presentations are about their audiences, not their speakers. Before you write anything down, or commit anything to a Power Point slide, you must give some thought to your listeners. So ask yourself obvious — but easy to forget — questions like, what time of day am I speaking? How many people will be in the audience? Will they just have eaten, or will they be looking forward to a meal? Will they have heard a number of other speeches, or is mine the only one? The answer to each of these questions should affect the length, style and content of your presentation. People have more energy and more ability to hear complex ideas early in the day; later in the day their energy flags and they don't want to entertain as many new ideas. Larger audiences demand more energy from the speaker and want to laugh more than they want to cry. The worst audience (from the speaker's point of view) is a tired, fed, slightly inebriated audience. That audience needs President Reagan's rule for after-dinner speeches: 12 minutes, a few jokes, and sit down before the audience stands up. But the really interesting things to know about audience members are, what do they fear? What are their dreams? Where do they want to be led? And what have they had recent cause to like or dislike? Only once you understand the emotional state of the audience are you ready to begin to design a presentation for them. Far too many speakers make the mistake of believing that one size fits all. I have seen executives give the same speech about the financial state of the company to investors, to the general public, and to employees — with very different results. Rule Two: Tell Them One Thing, and One Thing Only This is a difficult rule for most presenters to follow. But it's essential. The oral genre is highly inefficient. We audience members simply don't remember much of what we hear. We're easily sidetracked, confused, and tricked. We get distracted by everything from the color of the presenter's tie to the person sitting in the next row to our own internal monologues. I'm afraid the company's not in very good shape. That comment that Joan made last week. Maybe I should dust off my resume. Now, what was that guy up front saying? So you've got to keep it simple. Many studies show that we only remember a small percentage of what we hear — somewhere between 10 – 30 percent. But when a speaker gets in front of an audience, the urge to tell 'em everything you know is very hard to resist. Far too many speakers perform a data dump on their audiences at the first opportunity. Unfortunately, we can only hold 4 or 5 ideas in our heads at one time, so as soon as you give me a list of more than 5 items, I'm going to start forgetting as much as I hear. Against this dismal human truth there is only one defense: focus your presentation on a single idea. Be ruthless. Write that one idea down in one declarative sentence and paste it up on your computer. Then eliminate everything, no matter how beautiful a slide it's on, that doesn't support that idea. Follow these two rules and you'll find that audience will remember — and maybe even act on — your speeches. After all, the only reason to give a speech is to change the world. Version 2.5 March 2016 Page 6 of 18
Guidelines for Presentations & Session Management
A Summary of all Cited Best Practices in Context of the INCOSE Symposium:
Two of the most important ideas needed to carry out a successful presentation are to 1) know
your material and 2) to practice your presentation. Assuming you have written your paper then
you are well aware of the content. However, you still need to go over your material and reflect
on the few key points that you would like to convey to your audience. The first practice or your
speech, probably takes place during the creation of your slides. However, practice several more
oral presentations from start to finish keeping track of timing and having a practice audience ask
questions. Some needed improvements are only realized after testing it on a practice audience.
This will help assure the presentation goes smoothly at the symposium.
Here is a summary of the most common root causes of poor presentations which you should
avoid:
• The slides are not yours: It’s possible that you are a proxy for the person who made the
slides. Learn & know the content, and do not read out every part of your paper from the
presentation slides.
• Too much information: The presentation should highlight the most important things,
which is difficult if there are many words or complicated statistical charts. A guideline is
not to use more than 6 lines for every slide, and rewrite long scientific sentences to short
catching one-liners. You can verbally add some words around each key phrase as
needed.
• Poor font choices: Exaggerate font sizes, use high contrast text, and use graphics to
facilitate for a multitude of listeners.
• Not accounting for a multitude of audiences: Some people prefer to hear the content
and some people prefer to read it, some prefer graphics, some prefer detailed examples,
and some prefer generalizations. A good presentation should capture the excitement of
most preferences.
• Errors on slides: Do a grammar and spellcheck of your presentation, or ask a colleague
or friend to look it over. Give a practice presentation to your colleague’s prior going to
the conference. This will give you insights into issues you did not think of yourself.
• Making the slides the main attraction: Instead, make sure that you are the main
attraction; you could do this by moving around on stage, taking a pause from the slides to
tell a short anecdote or simply by asking rhetorical questions before continuing.
Two more key points to consider are to “Know thy audience” and “Tell them one thing, and one
thing only”.
• Knowing your audience could be difficult at a conference like IS2016 with people
coming from academia, industry and government agencies. Try to focus on the common
interests, which should be connected to INCOSE, our passion for Systems Engineering,
and the theme of your session and paper.
• To only tell the audience one thing could also seem more difficult than it is. You should
try to focus on your message, and what you want to convey to your audience. That is
Version 2.5 March 2016 Page 7 of 18Guidelines for Presentations & Session Management
normally not the company you work for or every detail of your published paper. Try
instead to focus on a message that is relevant for all people attending the session, and
then get them inspired to read the details in your paper, to ask questions during the Q/A
time, or by asking them to contact you for more details about your presentation.
Cited References:
http://knowledge.insead.edu/contents/Communication-skills-steveknight-090918.cfm
http://www.toastmasters.org/MainMenuCategories/FreeResources/NeedHelpGivingaSpeech/Tips
Techniques/10BiggestPublicSpeakingMistakes.aspx
http://www.toastmasters.org/tips.asp
http://blogs.hbr.org/cs/2010/05/two_rules_for_a_successful_pre.html
http://presentationsoft.about.com/od/presentationmistakes/tp/080722_presentation_mistakes.htm
Here are some inspiring presentations by the world’s best presenters:
http://www.ted.com/talks?lang=en&event=&duration=&sort=mostviewed&tag=
Version 2.5 March 2016 Page 8 of 18Guidelines for Presentations & Session Management
3. Guidelines for Session Managers (Chairs, Co-Chairs, Moderators & Tutors)
By chairing or managing a session you will be helping to assure that both the presenters and
audience get the most out of our exciting technical paper program this year. Additionally, we
hope that your interest in the subject matter will make this a fulfilling experience for you.
Please e-mail your cell phone number to the co-technical chair. This may be used by the
technical program staff, chairs and backups during the Symposium.
Please note the following:
Session Chairs and paper presenters are required to be present at the Speakers’ & Session Chairs’
Breakfast on the morning of their assigned session. Moderators & Tutors are encouraged to come
to assure attendance and session set-up. Co-Chairs do not have to attend but are welcome to
come if there are unresolved issues or questions. Breakfast begins at 0700 local time, please be
punctual, as a backup person may be asked to take your place if your attendance at the
symposium is not confirmed. Breakfast gives Chairs a chance to meet with the speakers in their
session, ensure that they are all present and collect the information needed to chair the session.
Critical instructions, venue specific information and last minute changes will be communicated
during this time.
Please follow these guidelines to manage the session:
• Preparation
o Make sure that you familiarize yourself with the content (ie: papers) of the speakers in
your session and be prepared to ask questions yourself, in case no one from the audience
has questions – but, please give the audience priority for their questions.
o Upon arrival at symposium, please familiarize yourself with the posted rooms where you
will assure the speakers’ preparation and display of their presentations.
o If any challenges should occur, such as speakers not turning up at Breakfast, or missing a
speaker as the session is about to start etc., please make sure that this is called to our
attention ASAP, so we can handle the situation at hand and improvise as smoothly as
possible for the audience. Please use the cell phone numbers for the Technical Program
Chair and Co-Chair provided.
o Note that the session management will be rated by the audience based on the following
characteristics:
a. Communication
b. Timing,
c. Audience Participation,
d. Survey Administration.
• Speakers Breakfast (primarily for Chairs & Paper Presenters)
o The breakfast will start promptly at 0700 local time in the Speaker Ready Room. Chairs
should be 5 minutes early.
o Contact each speaker in your session and make sure that all the speakers have loaded
Version 2.5 March 2016 Page 9 of 18Guidelines for Presentations & Session Management
their presentation on the computer. Volunteers will be on hand to assist with this task.
Presentations must be associated with the correct presentation room when entering them
into the system.
o Remind the speakers in your session that they need to start & stop promptly and that you
will provide them with signals from ‘5 minutes left’ to ‘stop’.
o Agree on a short introduction (not a whole Biography) and the proper pronunciation of
each speaker’s name.
• During Session
o Please make sure you are available in the dedicated room for your session at least 5
minutes before the session is scheduled to start.
o Please check that all presentations for the session are loaded on the computer and ready
to be presented.
o Please make sure there are session surveys available for each attendee.
o Assure each attendee gets a survey page. This could be a task for your co-chair.
o The session shall start promptly, and each presentation shall also start and end promptly
according to the published session schedule and the time management cited below.
(Some delegates even move around from paper session to paper session within the 5
minute break in order to listen to specific papers, so exact session timing is important.)
o You will introduce each speaker very briefly – the Speakers’ & Session Chairs’ Breakfast
will be a good opportunity to agree on your introduction for each of them.
o Remind session attendees to complete session survey for each presenter, panellist, tutor
and session chair. Make sure all filled out surveys go into the collection box.
o Make sure the co-chair writes a few sentence summary of the session and puts it in the
survey box.
o Do not use a USB stick on the session room PC unless agreed to by symposium staff. In
the past we have had many issues with session PCs becoming corrupt during the
Symposium due to viruses on USB sticks.
• Time Management
o Each 3-paper session is allocated a total of 130 minutes. Each 2-paper session is allocated
a total of 85 minutes. Each speaker is assigned maximum 30 minutes for his/her
presentation, and the remaining time (at least 10 minutes) for introductions, questions and
answers. The allocated minutes between each paper in the session are also to allow
people to move between rooms.
o Each panel is either 85 minutes or 130 minutes long. In each case leave half the time for
Q/A with the audience. So about 40 minutes for shorter panels or about 65 minutes for
longer panels.
o Each tutorial has published start & stop times including accommodations for symposium
break time & lunch time. Please allow the students these scheduled breaks so they can
take advantage of any INCOSE refreshments, INCOSE food, or Posters presentations that
will be provided only during these times.
o Please signal the speaker when the remaining time is coming to an end (5 minutes, 2
minutes, 1 minute and when to “Stop!”). Placards should be available in each room to
Version 2.5 March 2016 Page 10 of 18Guidelines for Presentations & Session Management
assist you. The 30 minute period for papers must strictly to be adhered to be fair to all
involved.
Managing a session carries some responsibility, and should not be taken lightly. INCOSE
speakers and delegates have come to expect sessions that run smoothly and according to the
scheduled program. Please contact us immediately if circumstances prevent you from
performing this important duty.
4. Session Management Checklist
This chapter summarizes the key points to remember as a Session Manager (Chair, Co-Chair,
Moderator, and Tutor).
Preparation before Symposium
€ Read the content (ie: papers) for the session.
€ Prepare a question to ask each presenter.
Speakers Breakfast (primarily for Chairs and Paper Presenters)
€ Arrive 5 minutes prior to 0700 local time.
€ Bring any unresolved issue/question for the session to the attention of the Technical Program
Chair or Co-Chair.
€ Report any missing presenters immediately to the Technical Program Chair or Co-Chair.
€ Ensure speakers have uploaded their presentations to the computer.
€ Remind speakers you will indicate when time is running out and that they must stop on time.
€ Ensure you have agreed to introduction sentences & pronunciation of names.
During Session
€ Arrive 5 minutes before the Session starts.
€ Assure that the presentations are cued up on the session computer.
€ Make sure that each attendee has a session survey.
€ Ask your prepared questions if there are no questions from the audience.
€ Remind the audience to fill in the survey after each presentation.
€ Assure the Co-Chair writes a few sentence summary onto his/her survey.
€ Make sure all filled out surveys go into the survey box.
Time Management
€ Introduce (one sentence) each presenter before they start their presentation.
€ Strictly manage times
o For paper presentations allow 30 minutes, 10 minutes for Q/A and 5 minutes for
session jumping.
Version 2.5 March 2016 Page 11 of 18Guidelines for Presentations & Session Management
o For panel presentations allow ½ the total session time for Q/A.
o For tutorial sessions be sure to give breaks & lunch to students as scheduled by
INCOSE.
€ Signal the speaker when the remaining time of the presentation is 5 minutes, 2 minutes, 1
minute and when to “Stop!”
Version 2.5 March 2016 Page 12 of 18Guidelines for Presentations & Session Management
5. Guidelines for Paper Presenters
By presenting a paper in an INCOSE IS session, or sessions, you will be helping INCOSE and
the audience get the most out of our exciting technical paper program this year. Additionally, we
hope that your interest in the subject matter will make this a fulfilling experience for you.
Please note the following:
You are required to be present at the Speakers’ & Session Chairs’ Breakfast on the morning of
your assigned session. Breakfast begins at 0700 local time, please be punctual, as a backup paper
may be asked to take your place if you are late. Breakfast gives you a chance to meet with the
Session Chairs and speakers in your session. Critical instructions and last minute changes will
be communicated during this time.
Please follow these instructions to facilitate your paper presentation:
• Preparation
o e the template for presentations that is posted on:
http://www.incose.org/symp2016/contact/downloads
o Read and practice the presentation best practices offered in this guideline document.
o If you have special movies or Apple based presentations then we suggest you bring your
own laptop just in case your special presentation will not work on the Windows-based
laptop provided.
o Note that the presentations will be rated by the audience based on the following
characteristics:
a. Clarity
b. Engagement,
c. INCOSE Relevance,
d. Knowledge Transfer,
e. Non Promotional.
• Speakers Breakfast
o The breakfast will start promptly at 0700 local time in the Speaker Ready Room, please
be at least 5 minutes early.
o During the Speakers’ & Session Chairs’ Breakfast please make sure that you meet and
discuss your presentation with the Session Chair. Make sure that you have loaded your
presentation on the computer – or do so immediately after the breakfast. Volunteers will
be on hand to assist with this task. Presentations must be correctly identified to ensure
they are available in the correct room.
• During Session
o Please make sure you are available in the dedicated room for your session at least 5
minutes before the session is scheduled to start. Please check you’re your presentations is
loaded on the computer and ready to be presented.
o The session shall start promptly, and each presentation shall also start and end promptly
Version 2.5 March 2016 Page 13 of 18Guidelines for Presentations & Session Management
according to the published schedule. This is important because experience from previous
years shows that many delegates move around from session to session in order to listen to
specific papers. Even though the sessions this year has been assembled with the aim of
keeping the audience in the same session throughout its duration, people changing
sessions between presentations must still be accommodated.
o Do not use a USB stick on the session room PC unless agreed to by symposium staff. In
the past we have had many issues with session PCs becoming corrupt during the
Symposium due to viruses on USB sticks.
• Time Management
o Each speaker is assigned maximum 30 minutes for his/her presentation, and the
remaining time (at least 10 minutes) for questions and answers. The allocated minutes
between each paper in the session are also to allow people to move between rooms.
o Please follow signals from the session chair. When the remaining time of the 30 minutes
period is 5 minutes, 2 minutes, 1 minute and when to “Stop!” Please also note that the 30
minute period is strictly to be adhered to be fair to all involved.
Presenting at a session carries some responsibility, and should not be taken lightly. INCOSE
speakers and delegates have come to expect engaging sessions that run smoothly and according
to the scheduled program. Please contact us immediately if circumstances prevent you from
performing this important duty.
Version 2.5 March 2016 Page 14 of 18Guidelines for Presentations & Session Management 6. Paper Presenter Checklist This chapter summarizes the most important things to remember as a Presenter. Please refer to next chapter for more in depth descriptions where the checklist is unclear. Preparation € Use the INCOSE template for your slides. € Use the presentation best practices & resources offered to make your presentation engaging. € Upon arrival, familiarize yourself with the location of the presentation room & Speakers Ready Room. € You can upload your presentation to the computer in presentation room prior to the Speakers Breakfast. Speakers Breakfast € Arrive 5 minutes prior to 7:00 am (07:00) local time. € Make sure that you meet and discuss your one sentence introduction with the Session Chair. € Assure your presentation is on the INCOSE server associated to the correct room. During Session € Show up at least 5 minutes before the Session starts. € Assure that your presentation is cued up on the session computer. € Presentations should start and end according to the schedule. No overruns are allowed. Time Management € 30 minutes for presentation, 10 minutes for Q/A and 5 minutes for changing speaker. € During the presentation the session chair will inform you about remaining time: 5 minutes, 2 minutes, 1 minute for conclusions and when to “Stop!” Version 2.5 March 2016 Page 15 of 18
Guidelines for Presentations & Session Management 7. Guidelines for Poster & Key Reserve Paper Presenters The Symposium Poster Session will start on Monday, at 09:30 and end on Thursday at 13:30. It is not mandatory to present your poster every minute of the entire Symposium. However, there is a mandatory day we need you to be present at your poster to be readily available to us as a Key Reserve Paper presenter. Additionally, the best times each day to present your poster is during breaks, so please try to assure you are present then. If you are not at your poster then post a note indicating when you will return so any delegate interested in your poster can arrange to talk to you. You will be able to access the poster boards as early as 14:00 on Sunday to put up your paper poster. The maximum poster dimension is A0 Portrait (33.1 x 46.8in). We prefer you use the poster template online under the Download page for a uniform appearance. You are encouraged to present/discuss the content of the paper with delegates, as they appear. Please keep your poster presentations short, maybe 5 minutes, since groups of people will be coming and going. We would also recommend that you have some copies of the paper or presentation material available, but the paper also will be published in the eProceedings, and will be part of the permanent proceedings. As a poster presenter you are allocated to 20 minutes oral presentation (15 minutes for presentation and 5 for questions). Please also prepare a 30-minute oral paper presentation. You may be asked to do a full length presentation in case a full paper is cancelled. At this time, we are not aware of any cancellations, but will inform you as soon as possible. Please remember to bring a Power Point presentation on USB stick in case a time slot becomes available. Guidelines for presentations are included in previous chapters. Version 2.5 March 2016 Page 16 of 18
Guidelines for Presentations & Session Management 8. Guidelines for Tutorial Presenters Tutorial presenters play the roles of teacher, presenter and session manager. So, in addition to these tutorial guidelines please follow the guidelines within this document regarding presentation best practices and guidelines for session managers. 1. Electronic Medium The preferred medium for presentations is to use electronic projection from Microsoft PowerPoint (2000, 2003, 2010). Alternatively authors may bring their own laptop with the relevant application. The electronic projectors provided will have XVGA capability. 2. Presentation Guidelines Visual aids can give greater impact to information and emphasise key points. The spoken word has limitations and a slide can often make clear in seconds what it would take minutes of hand-waving and talking to explain. Numbers are often better understood if they are visualised. However, it is not enough simply to display a slide and read out the contents. The lecture should incorporate an explanation or interpretation so that the purpose of the illustration can be fully understood. 2.1 Good Practice – Focus on one point at a time. – Make slides appropriate, and relevant. – Slides should be on view long enough to be assimilated but not long enough to become boring. – Talk around the slide. – Limit text to five or six lines maximum for the purpose of legibility. – Bring a laptop that your presentation materials are known to run on, just in case the INCOSE laptop is not compatible. – Keep to the Symposium schedule for breaks and lunch so that your audience has a chance for refreshments and meal service which are only offered in those times. 2.2 Bad Practice – Too much material on slides - so that the audience has to choose whether to puzzle out the contents or to listen to the speaker and ignore the slide. In either case, the speaker communicates less effectively with the listener. – Reading the slide verbatim. – Slide not relevant. If a speaker is saying one thing and a slide appears to be saying something else, the audience will become confused, bored and/or inattentive. 2.3 Prohibited Practices – Inserting USB-sticks or disks into the INCOSE laptop in the tutorial room. This has caused virus transfers and symposium delays in the past. Version 2.5 March 2016 Page 17 of 18
Guidelines for Presentations & Session Management – Skipping fixed Symposium breaks and lunch times during the tutorial session. 3. Preparation at the Symposium The Tutorial Instructor must participate in the Speakers’ breakfast at the day of the presentation promptly at 07:00 hr in the Speaker’s Ready Room. – Critical event-specific instructions will be given there. – Those not in attendance will be assumed not present at the symposium. So not attending may lead to the replacement or cancelation of your tutorial. – Tutorial Instructors with 08:00 hr tutorial start times may leave early but only after they have: – loaded their presentation as instructed – been made aware of event specific details - had their attendance confirmed by the Technical Program Chair - The Tutorial Instructor shall arrive at the assigned meeting room on the day of the Tutorial no later than 15 minutes prior to the Tutorial start time. – Assure that specific audiovisual setup and logistics setup is satisfactory prior to the start time. – Assure that you have downloaded your presentation from the server. You should have loaded your presentation in the Speaker’s Ready Room or during the Speakers' Breakfast already. – Do not insert USB or disks into the INCOSE laptop in the tutorial room since this has caused virus transfers and symposium delays in the past. – You may load your presentation via a USB-stick in the Speakers’ Ready Room the day before your presentation, any time between 2:30 and 6 p.m., to load it onto the server for your presentation the next day. Alternatively, you will have a chance to do so at the Speaker’s Breakfast. – Be sure to follow any event specific instructions which may include such activities as handing out surveys. Version 2.5 March 2016 Page 18 of 18
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