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Guidelines

Speaker Guidelines    Moderator Guidelines

GUIDELINES FOR SPEAKERS

The following guidelines are for speakers making presentations at the ASIS Mid-Year Meeting. We ask that all speakers comply with them as far as possible to ensure a professionally rewarding and enriching experience for all Attendees.

1.MAKING YOUR PRESENTATION:

a. Language: All presentations are to be in English followed by questions in English.

b. Meeting with your Session Moderator: Speakers should plan to meet with the Session Moderator near the main door of the room in which the session is to be held fifteen minutes before the session is due to commence. The purpose of this meeting is to discuss general session arrangements. Your moderator has been encouraged to contact you prior to the meeting, and will probably request that you forward a copy of your presentation and some biographical information with which to introduce you.

c. Length of Presentation: The length of time allotted for each presentation depends on the overall length of the session and the number of Speakers inthe session. Most sessions have been planned for 90 minutes and 4 Speakers. This would allow for presentations of approximately 20 minutes each. The Moderator may vary presentation times, at her discretion, in consultation with the Speakers.

d. Order of Presentations: Your Moderator has been directed not to deviate from the published program order in the meeting session, because, often, attendees want to hear specific presenters in simultaneous sessions and rely on the accuracy of the program. If a Speaker listed in the program fails to appear, the Moderator may attempt to "stretch" the remaining time slots. Moderators have been advised not to rearrange the published order of presentations to accommodate an individual Speaker's preference or scheduling conflict.

e. Audio Visual Equipment: An overhead projector and screen will be available for all sessions. A monitor will be available in each session to assist with dimming lights. All speakers are asked to complete an Audio/Visual request form so that we can confirm any additional equipment you need, accurately. Before the session begins, be certain to verify how to operate the audio visual equipment that you will require in your presentation. Notify the Room Monitor if you will require him/her to dim the room lights.

f. Present a Speech -- Do Not Read a Paper: As a meeting attendee you have probably experienced presenters who recited their papers without lifting their heads. Generally this is a disappointing experience. Conference attendees can read the Proceedings to review the paper, but they cannot glean additional insights into the material unless the speaker makes a point to use this face-to-face opportunity to highlight the critical issues raised by the material. The highest rated presenters at ASIS meetings are those who have tied their presentation to the needs of the audience by relating the critical issues to current problems and giving practical applications of their material. Experience suggests that 100-150 words per minute is a reasonable rate of speaking. If you plan to use visuals, allow 30 to 60 seconds for each.

g. Questions from the floor: Depending on the amount of time used for making each presentation, a few questions may be asked following each presenter. After all of the presentations in the session have been concluded, the Moderator will invite additional questions from the floor (time permitting).

2. VISUALS

According to a study done by the University of Minnesota and the 3M corporation, Speakers who use visuals in their presentations are 43% more persuasive. Below are some simple rules to follow when preparing visuals: the "6-foot rule" - you should be able to read your overhead non-projected transparency from 6 feet away (35mm slides should be readable from 12 inches).

Each visual should convey a single idea.

No more than 6 words per line. No more than 6 lines per visual.

Change visuals every 45 - 60 seconds.

Avoid using vertical lettering

Use bullets not numbers when presenting a list of items

Use no more than 2 typefaces in any visual

Use UPPER and lower case letters

If using color - use blue backgrounds

Include related graphics wherever possible

3. INTERACTING WITH CONFERENCE ATTENDEES- ASIS conferences are unique opportunities for attendees and speakers to interact and learn from each other. This network that is nurtured at conferences can prove an invaluable sources of information, professional contacts, and friendship. We urge you to make yourself fully available to attendees throughout the conference (and particularly immediately following your session). Many speakers find that these contacts are the most valuable benefit of their meeting attendance.If you have any questions, please contact your Session Moderator or Session Organizer.


GUIDELINES FOR MODERATORS

The influential role of the Moderator in "managing" an ASIS session, both as time and discussion gatekeeper, cannot be overstated. The following guidelines have been prepared to ensure the smooth and uniform running of the meeting sessions. Please become fully acquainted with them.

1. PRE-MEETING CONTACTS WITH PRESENTERS: We urge you to contact and to introduce yourself to your presenters as soon as possible (in advance of the meeting), both to develop rapport with your speakers, some of whom may never have attended an ASIS meeting before, and to develop possible discussion threads for the session.

In this early contact you should request a paper or electronic copy of each Speaker's presentation. Likewise, you will be requesting biographical capsules from the Speakers which you will use to introduce them. Why not bring the group together for breakfast, so that the speakers may get to know one another?

2. SESSION LOCATIONS: All activities concerning the technical sessions will take place in the meeting hotel. Specific room assignments will be in the Final programs.

3. PRE-SESSION MEETING WITH PRESENTERS: Moderators should meet with Speakers fifteen minutes before the session begins, outside the room in which the session will be held. Additionally, moderators are encouraged to meet with presenters at any other mutually convenient time(i.e., at breakfast or the evening before).

4. OPENING THE SESSION: It is essential that all sessions start on time and that each Speaker(even the last one) receives the time he has been allotted for his presentation. Time management is your responsibility alone.

5. MODERATING THE SESSION:

a. Always check the podium prior to the start of the session. Be sure that there is water available for the Speakers and that the microphone and A/V equipment is working. A monitor is assigned to each session. This person can be dispatched to the Conference Registration Desk or Headquarters office if there are any "technical" problems. Often you will find a sheet indicating announcements that you should make during your session introduction. These announcements contribute to the smooth functioning of the meeting and to the attendees' gaining the full benefit of the meeting experience, so please don't gloss over them.

b. Introduce the session based on your preparatory reading of the presentation abstracts or papers and your meetings with the Speakers. Attempt to tie all the presentations into a cohesive whole. This is, occasionally, a challenge, in the case of contributed papers sessions.

c. Order of Presentations: Presentations should be given in the order in which they are listed in the program, because this is what attendees expect, and because, often, attendees want to hear specific presenters in simultaneous sessions. Each presentation should be preceded by a short introduction by the Moderator.

If a Speaker listed in the program fails to appear, consider stretching the remaining time slots by (1) extending your introduction or (2) extending the question period for the prior Speaker. You should not rearrange the published order of presentations to accommodate an individual presenter's preference or scheduling conflict. Presenters will be similarly advised.

d. Introducing Speakers: Use the biographies you have acquired from the Speakers to prepare brief introductions. Occasionally the principal author is unable to make the presentation, and a coauthor or other designee may present in his stead. Identify substitute speakers (and obtain biographies) in your pre-session meeting so that you can make appropriate explanations and introductions.

e. Timing of Presentations: The time allotted for each speaker depends on the number of speakers in the session and the overall length of the session. Most sessions have 4 speakers and are 90 minutes long. Therefore, after allowing 10 minutes for introductions and questions, each Speaker should be allotted 20 minutes. If the length of your session or the number of Speakers in your session is different from the example, please adjust times accordingly.

f. Questions after Each Presentation: Each speaker may choose to divide her/his time between presentation and questions. The Moderator will be ready with a few questions for each speaker to stimulate audience participation as necessary.

Note that for the benefit of all the audience members and for the meeting "record," it will be necessary for you to be vigilant about ensuring that speakers both (1) use the audiotape mike and are properly amplified, and (2) repeat the questions from the floor.

g. Questions at the end of each session: If time permits, additional questions from the floor should be encouraged. However, so as to conclude the session on time, the audience should be encouraged to continue questions outside the meeting room. Speakers have been asked to be available to attendees following the session.

h. Ending the Session: We encourage you to provide a brief summary of the session at its conclusion. If all Speakers are finished and there are no more questions, simply announce that audio tapes will be available for sale immediately at the registration area and thank the Speakers.

6. A copy of the Guidelines for Speakers is enclosed for your information.


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