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This is a list of Frequently Asked Questions for presenters at Information Today conferences. The FAQ is based on numerous questions and comments from presenters, audience members and program committee members and moderators. (D. Scott Brandt)
| How was my proposal selected? Why am I sharing a timeslot with another presenter? What happens when there are several presenters? How much time do I have? How much background should I give? What does the moderator do? When should I show up to test my presentation? Am I supposed to submit a paper for the conference proceedings? |
Can I read my paper as it was submitted for the proceedings? How creative can I get? Can I use PowerPoint? The Web browser? Can use my own laptop? What storage format should I use (floppy, zip, CD, etc.)? How conservative should my presentation look? How many people will be in the audience? What if I have handouts? Got any PowerPoint tips? |
How was my proposal selected?
Proposals are reviewed by the Program Committee working closely with the Program Chair, who makes the final decisions. Proposals are selected on a variety of criteria which include: alignment with conference theme, timeliness of topic, emphasis on uniqueness, appropriateness for audience, and creativity, among others.
Why am I sharing a timeslot with another presenter?
Often two presentations are paired because they compliment or contrast each other. The goal is to give conference attendees "the best bang for their buck," based on descriptions submitted.
What happens when there are several presenters?
Often a proposal is submitted with multiple authors—usually two, but sometimes as many as five people. Thus, when there are two presentations in timeslot, there could be 2-8 people involved. In such cases, the moderator will talk to the presenters about the logistics of sitting on stage, who goes when, etc.
How much time do I have?
Most sessions are slotted for 45 minutes. A single presentation usually goes 40 minutes, and leaves 5 minutes for questions. Two presentations would go 20 minutes each, and use the last 5 minutes for combined questions.
How much background should I give?
Often people find out they have to rush at the end of the presentation because they spent too much time on background information at the beginning. So, keep this mind as you prioritize what the most important content to share with the audience is. While we're all very proud of our institutions, a quick generalization will probably work, rather than using precious time going into graphic detail about size of library holdings, composition of staff, city and neighborhood, etc. Feel free to jump right into the "good stuff" that the audience is waiting to hear.
What does the moderator do?
One of the key roles of the moderator is to keep things on time. While some presenters think it's not a big deal to run a couple minutes into the break, many audiences plan their time according to the program. A good moderator tries to keep everyone on schedule. In addition, the moderator is there to introduce speakers, to help with logistics, to help with technology as needed, and generally to make sure presentations go smoothly.
When should I show up to test my presentation?
The moderator is usually available first thing in the morning and between sessions. It is helpful to load your presentation either early in the morning, around lunchtime, or during the longer breaks. It isn't wise to wait until the last moment to load a PowerPoint file, only to find out the conference laptop is running a version that isn't compatible.
Am I supposed to submit a paper for the conference proceedings?
Yes, it is strongly encouraged to submit a paper. That way, you can include much more information than you could stick in a presentation, especially if you are sharing a slot. You can easily refer the audience to lists, citations or URLs that are in the proceedings.
Can I read my paper as it was submitted for the proceedings?
No. Please do not read your paper. Whenever someone does this, the moderator gets negative feedback-- audience members will remark that it was condescending or, "I could have done that myself!" The audience trusts that you will draw on your experiences and skills to provide an engaging discussion.
How creative can I get?
Creativity is encouraged! Audience members have been delighted with a variety of entertaining tactics, from throwing candy to people who answer questions, to sing-alongs, to role playing, to complete audience participation. Most people stand behind the podium, but some have moved around in front of the stage or amongst the audience.
Can I use PowerPoint? A Web browser?
Absolutely. While PowerPoint is often criticized as a "minimizer" of thought, it is still a useful tool for emphasizing or visualizing topics. And it can be imbedded with graphics, animations, videos and sound files to help underscore points. For the most part, Information Today provides a Windows-based laptop which uses IE—if you're okay with that, you'll be fine. BTW, if you want people to read text on a web page, you should increase the font size (i.e., View, Text Size, Largest).
Can use my own laptop?
You can, although it usually adds an extra step to the presentation process, which is: disconnecting Information Today's laptop from the projector to connect yours. This is a little distracting and cuts into your presentation time, but it isn't out of the question. It's just that loading your file onto their laptop is much easier. But if you have to, we can accomodate you. (If it is a Mac, please be sure that you, or we, have an adapter to connect to the projector.)
What storage format should I use (floppy, zip, CD, etc.)?
Lately it seems that PowerPoint files don't even fit on a floppy, so Information Today's laptops are equipped with zip and CD drives. But of course, there's always the USB port if you have a handy USB-based memory device.
How conservative should my presentation look?
Sometimes you want to be creative, but it turns out that 9 times out of 10 a PowerPoint show is most readable through a projector in a large conference room if it is black on white, or yellow on navy (and set at 32 point font or higher). However, you could have very plain slides with a colorful graphic. Also, every single bullet point flying onto the screen gets old after a couple of minutes, so please think about using that effect only when it helps make a point. And if you want people to actually read something on a web page, please increase the font size in the browser preferences, if you can.
How many people will be in the audience?
It's hard to tell what the turn-out may be, when you're competing against other hot topics or the possibility of the audience "playing hooky" on a beautiful day… Conference rooms often hold between 200-600 people, but please don’t be too disappointed if there is a low turn out. Even if there is a small group, remember that they are there because they are interested to find out what you have to say.
What if I have handouts?
It usually works out best to put them in the back of the room where people can get them as they walk in, or at the front of the room where they can get them after the presentation. WARNING: do not mention at the beginning of your talk that handouts are available—people will get up to get them, creating a small chaotic frenzy which will eat into your presentation. It is better to say that you'll put them out at the front of the room during the Q&A at the end of the session. Most people bring as many copies as they want to carry—often 50-100. If you run out, you could ask people to give you their email address and offer to send them an electronic copy (pdf, etc.).
PowerPoint Tips-- Did you know?
Prepared by D. Scott Brandt, Purdue University Libraries, July 2004