In order to accommodate as many papers and provide opportunity to large number of scholars, two types of sessions are available- parallel and poster. A standard 15 minute time is provided to each paper selected for oral presentation in the parallel session followed by Q&A. Poster sessions are arranged for everyday display for two hours. Authors have to be present during the display and respond to visitor's queries.
Intructions for Oral Presention
These instructions are to improve your presentation within specified time and communicate message effectively to the audience.
I. Style of Presentation
1. Speak loudly enough for everyone in the room to hear you. This may feel uncomfortably loud at first, but if people can't hear you, they won't try to listen.
2. Speak slowly and clearly. Don’t rush! Speaking fast doesn’t make you seem smarter; it will only make it harder for other people to understand you.
3. Practice to avoid saying um, ah, you know, like. These words occur most at transitions from one idea to another and are distracting to an audience. The better you know your presentation, the better you can control these verbal tics.
4. Vary your voice quality. If you always use the same volume and pitch [for example, all loud, or all soft, or in a monotone] your audience will stop listening.
5. Speakers with accents need to slow down [so do most others]. Non-native speakers often speak English faster than we slow-mouthed native speakers, usually because most non-English languages flow more quickly than English. Slowing down helps the audience to comprehend your talk.
6. When you begin a new point, use a higher pitch and volume.
7. Slow down for key points. These are also moments in your presentation to consider using body language such as hand gestures to help emphasize key points.
8. Use pauses. Don't be afraid of short periods of silence. They give you a chance to gather your thoughts, and your audience a chance to think.
9. Stand straight and comfortably. Do not slouch or shuffle about. If you appear bored or uninterested in what you're talking about, the audience will be as well.
10. Hold your head up. Look around and make eye contact with people in the audience. Do not just address your professor! Do not stare at a point on the carpet or the wall. If you don't include the audience, they won't listen to you. When you are talking to your friends, you naturally use your hands, your facial expression, and your body to add to your communication. Do it in your presentation as well. It will make things far more interesting for the audience.
11. Don't turn your back on the audience and don't fidget! Neither moving around nor standing still is wrong. Practice either to make yourself comfortable.
12. Keep your hands out of your pocket. This is a natural habit when speaking. One hand in your pocket gives the impression of being relaxed, but both hands in pockets looks too casual and should be avoided.
II. Interact with the audience
1. Be aware of how your audience is reacting to your presentation. Are they interested or bored? If they look confused, ask them. Stop and explain a point again.
2. Check if the audience is still with you. "Does that make sense?"; "Is that clear?"
3. Do not apologize for anything. If you believe something will be hard to read or understand, don't use it. If you apologize for feeling awkward or nervous, you'll only succeed in drawing attention to it and your audience will begin looking for it.
4. Be open to questions. If someone raises a hand, or asks a question in the middle of your talk, answer it. If it disrupts your train of thought momentarily, that's ok because your audience will understand. Questions show that the audience is listening with interest and, therefore, should not be regarded as an attack on you, but as a collaborative search for deeper understanding. However, don't engage in a conversation with an audience member or the rest of the audience will begin to feel left out. If an audience member persists, kindly tell them that the issue can be addressed after you've completed the rest of your presentation and note to them that their issue may be addressed by things you say in the rest of your presentation [it may not but at least you can move on].
5. Be ready to get the discussion going after your presentation. Professors often want a brief discussion to take place after a presentation. Just in case nobody has anything to say, be prepared with some provocative questions to ask or points for discussion for your audience.
III. Keep the following strategies in mind to help control your nervousness
1. Be well-prepared. Practice giving your talk more than once. Practice in front of a mirror so you are aware of any unintentional body language [e.g., swaying back and forth; not looking up to engage your audience, etc.].
2. Be organized. If you are well organized, your task will be easier. If your overheads or PowerPoint slides are out of order, or your notes are disorganized, you will likely get flustered and lose focus, and so will your audience.
3. Remember: The way you perform is the way your audience will feel! Giving an oral presentation is a performance--view yourself as an actor. If you act the part of someone enjoying themselves and feeling confident, you will not only communicate these positive feelings to the audience, you will also feel much better as you proceed with your presentation.
4. Practice, practice, practice. Even the most accomplished public speakers feel nervous before and during a talk. The skill comes in not communicating your nervousness, and in not letting it take over from the presentation. Over time, you will feel less nervous, and you'll be able to control your nervousness.
5. Smile! Your audience will react warmly to you if you smile and at least look relaxed.
6. Treat your audience like friends. Think of your presentation as an invitation to share the research topic with the audience.
7. Breathe deeply. It will help calm you down and help to control the slight shaking that you might get in your hands and voice.
8. Slow down! When people are nervous, they tend to get confused easily. So your mind may start to race, and you may feel panicky. Make use of pauses; force yourself to stop at the end of a sentence, take a breath, and think before you continue.
IV. Tips for Using PowerPoint Effectively
1. State no more than three or four main points on a slide [slides that have too many words on them are a big turn-off]. Remember that the slides are intended to supplement and enhance what you are saying, not to replace it.
2. Give your audience time to take notes from your slides. Pausing also gives you the opportunity to collect your thoughts before moving on to the next point.
3. Make sure your audience can see the screen. Think about where you are standing. Do not stand in front of the screen. If there is no angle where everyone can see, then move around before moving to the next slide [for example, point to something for emphasis].
4. Don't overcrowd your slides with too much detail. Using color, pictures, and graphs can make your slides more interesting, but be aware of the fact that certain color combinations can be very hard to read from a distance.
5. Remember that PowerPoint may look great, but if the technology goes wrong, it's a good idea to print out a handout, or have some traditional overheads as a backup just in case.
6. I know you may be tempted to spend more time on producing PowerPoint graphics than on the actual talk but remember: if your talk is poor, no amount of fancy graphics will save it!
IV. Text Guidelines for PowerPoint Slides
1. Use the same colors and fonts throughout; select graphic images in the same style
2. Keep the background consistent and subtle
3. Generally use no more than six words per a line
4. Generally use no more than six lines per a slide
5. Avoid long sentences
6. Larger font indicates more important information
7. Font size generally ranges from 18 to 48 point
8. Be sure text contrasts with background
9. Fancy fonts can be hard to read
10. Words in all capital letters are hard to read
11. Avoid abbreviations and acronyms
12. Limit punctuation marks
Instructions for Poster Presentation
1. Poster Presentation and Display Schedule
• There will be 3 poster sessions, one on each day, from Thursday 05 to Saturday 07 June 2014.
• Posters will be grouped by topic. Authors will be notified by email on which day they have to present their poster.
• Posters will be displayed all day. Authors are responsible for setting up their posters at the beginning of the day and removing it at the end of the day. Each poster board will be identified by a poster number.
• Refer to the final programme to confirm the number assigned to your poster presentation.
• Authors are asked to present their posters during the poster presentation sessions (12:00 to 13:30) and during coffee breaks, to discuss their findings with participants and answer any questions.
• All posters should be based on the submitted abstract as accepted by the Conference Scientific Committee.
• The Poster Board Number will be posted on site.
• Please bring your poster with you. You will not be able to print your poster on-site.
• Please be informed that the Conference Organizing Committee will not be responsible for any damages and losses of posters.
2. Presentation Preparation
Poster Board Dimensions
• Poster boards will be provided to display poster presentation materials.
• The poster size should be no larger than 4.0 feet high and 3.0 feet wide. Materials, including the title, should not extend beyond the poster size.
3. Few Tips for Poster Design
Allocate the top of the poster for the title and author(s) names and affiliation (s). The title letters should be at least one inch high.
• Avoid long textual passages and use graphs and diagrams as much as possible.
• Details of the methodology generally should be brief (unless your poster focuses on a methodological development).
• Use a large font size for your text, such as 24-point.
• Arrange materials in columns rather than in rows.
• Indicate the sequence of figures or graphs with numbers or letters at least one inch high.
• Figures should be designed to be viewed from a distance (3-4 feet).
• Use clear graphics.
• Each figure or table should have a heading in large typeface.
• Detailed information should be provided in a legend below in smaller typeface.
• Figure legends should describe concisely the content of the figure and the conclusions
• Prepare a short verbal description of your key findings for your own benefits.
• Consider providing an abstract, handout or copies of your paper to distribute.
• At least one of the authors should be present during the entire poster session
Mounting and Supplies
• Double-sided tape as well as other supplies for mounting will be available on site.
• Please make sure that the material used for the poster allows it to be posted on the boards.
Please notify us by 05 May 2014 at firstname.lastname@example.org if you are unable to attend the meeting or present your poster, so that we can assign your poster space to someone else or make other adjustments in the programme.