View a Sample Speaker Presentation

 

POWERPOINT TIPS

Microsoft PowerPoint is the preferred format for presenting scientific papers at ION meetings. Following these tips can help you plan and present an effective, clear and logical paper. Remember, your overall goal is to make sure your audience leaves the room with correct information.

Organizing your Presentation

• Organize your slides like an outline –Use a few main points, with sub-points under each one. Your slides are a guide for your talk, not a word-for-word copy of your talk. List specific points that you want to talk about as sub-topics of each main topic. Keep “like” points together.

• Limit the number of your slides – Your presentation is limited to 18 minutes.  Too many slides will cause you rush or run out of time.  Plan on one slide per minute, but pace yourself accordingly—Some slides require more time than others.

• Don’t assume your audience members are experts – There will be a few experts, but the majority will be there to learn.  Be sure to provide necessary background information.

• Understand what your audience wants to know – Your presentation should detail the problem you are solving and should include background information.  The most important things to describe are your key innovative steps and how they performed compared to the conventional approach.  Be sure to present the basic technical concepts that underpin your solution.

 

Slide Design

The Institute of Navigation has made a PowerPoint Template available for you to use for your presentation. The template is designed to visually display crisp and clear so that it’s easy to read for the audience. It is recommended that you download and use this template.

• Use slides 1 or 2 as an outline of your presentation – State your main points in your outline then use the main points as the slide headers for your presentation.

• Don’t over-load slides: Aim for Simplicity –Limit your slide text to key points, which you can then expand upon during your presentation.  A few pointers to keep in mind:

1. Limit slides to four or five bullet points – Limit slides to a maximum of four or five bullet points.  If you need more points to cover a topic, break the section into two slides, each with fewer bullets. 
2. Divide complex slides into two or more simplified slides.  The slide will be more easily viewed by your audience, and will assist you in visually guiding your audience. 
3. The best presentations display only the core of the message on the slide.  You are there to provide the important “extra” information. 
4. Limit sub-bullets to only a short phrase or sentence.  Use sub-bullets only where absolutely necessary.  If a particular topic requires five or six bullet points, remove the explanatory text and present this verbally.

Fonts & Text

• Generally speaking, font sizes should be 18 points or larger.

• Use a san serif font for titles (Arial preferred).

• Avoid using all capital letters because it’s hard to read from a distance.

• Special Note on Using Equations - If your presentation includes equations or special symbols, include these as an images rather than text.  Capture your equation as an image, and import the image to your presentation.  You will experience fewer problems in displaying your equations at the meeting.

 

Charts, Graphs and Pictures

Charts, Graphics and Pictures should make a key concept clearer.

• Prepare your charts and graphs with large, legible text.  Your presentation will be viewed from an average distance of approximately 30-40 feet.  Imagine you are seated on the back row, and consider the following two charts:

• Remember—your slides will be projected on a screen far from your average audience member.  Make sure your text can be read from 50 feet by someone with 20-20 vision.

• A picture really does paint 1,000 words.

 

Animations, Transitions, Sounds and other Special Effects

• Limit (if not completely eliminate) any unnecessary animations, fancy slide transitions, sounds and other special effects - The use of animations, slide transitions and special effects can be distracting in scientific presentation. You want your audience focused on the content of your presentation, not the fancy effects.

 

Delivering your Presentation

• Focus on your Main Points - A good rule for effective PowerPoint presentations is to put up only your main points and use the screen as a reference. Make a list of key words/concepts for each slide.
• Talk to your audience - Don't read your slide off the computer, nor directly off the screen.
• Introduce your paper, don’t present every detail - The goal of your presentation is to introduce the topic of your paper, and motivate the audience to read the complete text.  You do not have to cover all aspects of your complete technical paper. 
• Practice! - Practice your presentation (many times) prior to giving it live. Your words will probably be different each time you practice.
• Don't attempt to memorize your text.

• Think about the ideas, and your words will follow naturally.

PAPER GUIDELINES

A PAPER IS NOT REQUIRED, BUT IF SUBMITTED, IT WILL BE INLCUDED IN THE PROCEEDINGS

Preparation Instructions for CD-ROM Proceedings

 

STYLE

Final copy should be styled according to the template provided.  Papers should be in 2-column format, in 10 pt Times Roman or Helvetica font styles (you must obtain ION approval prior to utilizing another font size or style).  All text should be single-spaced.  A double space may be used when beginning a new section or paragraph.

 

For your electronic version: use as many as possible of your word processing software's automatic features.  Input your text continuously; in other words, only insert hard returns at ends of paragraphs or headings, subheadings, lists, etc.  Do not use space bar to make indents (e.g., to indicate paragraphs or in lists).  A tab or an indent command should be used for this purpose.

 

Submission of Electronic copy:  Submit one electronic version (preferably by e-mail meetings@ion.org) or on CD-ROM (by mail).  Authors who submit their papers by e-mail will receive a confirmation notice.

 

ORGANIZATION

Your paper should be organized in the manner specified on the sample provided.  Use a 1" margin on the first page of your paper followed by the title, authors, and affiliations.  Use a .75" margin on each page thereafter.  Begin your paper with a brief biography (100 words or less) and abstract (approximately 300 words).  Your paper should conclude with acknowledgments and (or) references. 

 

GRAPHICS/PHOTOS

As the proceedings are now done on CD-ROM we recommend you utilize color where appropriate.  Incorporate tables and graphs in the body of the text, centered within the column.  If a figure must span across two columns, try to place these figures at the top or bottom of the page.  If a two-column figure must go in the middle of the page, please make sure the text preceding the figure has wrapped from the left column into the right column and then insert the figure.

 

If your graphic exists in hard copy only, or you are unable to place the figure in your word processing file, clearly indicate where the graphic should go.  Every attempt will be made to position your figure as close to this location as possible.

 

We encourage you to incorporate any images which may be used in your oral presentations into the body of your paper when appropriate.

 

TABLES

When possible, use a table editor to create tables for your electronic version.  Do not use spaces to align the columns of your table.  Do not use the "columns" feature to create tables.  Identify each table with a bold numeric reference and center it at the top of your table.

 

FIGURES

Avoid heavy solids or graphics with dark backgrounds (these do not print well).  Figure captions should be centered and placed at the bottom of the figure.

 

NUMBERING

Do not insert page numbers to your paper.

 

LANGUAGE

Your paper must be in English.

 

FORMAT

2-column format

Margins:  8.5" x 11" paper

right & left margin, .75"

bottom margin, 1"

top margin on first page, 1" (title and author list centered at the beginning of the paper)

top margin on following pages, .75"

 

PAPER TITLE

Use 24 point Times Roman or Helvetica font styles with initial capitalization only.  Title should be in bold.

 

AUTHOR & AFFILIATION

Use 10 point Times Roman or Helvetica font style with affiliation in italics. 

 

SECTION HEADINGS

Use left justification, all capitals, and bold lettering.

 

TEXT (for electronic version)

Do not adjust line spacing.

Disclaimers or notes should be placed at the end of the article just before the references.

Do not use footnotes.

Columns should have full justification.

 

FURTHER INSTRUCTIONS FOR ELECTRONIC PAPER PREPARATION FOR CD ROM PUBLICATION

 

Electronic files may be submitted by E-mail or turned in on CD-ROM by mail or onsite.   VERY IMPORTANT: label your disk with the operating system, word processing software, version number of the software, title of the paper and your name.  Filename should be the author's last name.  For PC files, follow with an extension appropriate for the word processing software (i.e., .doc for Word).  Please make sure you turn off the Track Changes feature before submitting your paper.

 

Check that your files are complete and that you have removed any files that do not pertain to your paper.  Include biographies, abstract, acknowledgments, references, and figures with captions.

 

ALWAYS KEEP A COPY OF YOUR DISK.

 

Is submitting your paper by mail, make sure your disk is adequately packaged to protect it during mailing.

 

ACCEPTABLE SOFTWARE

 

ION prefers Microsoft Word for either PC or Mac.

 

Acrobat PDF files are also acceptable - be sure to embed fonts.  (If you use LaTeX to create your PDF file please be aware that this is not a program we use or support.  If there are problems with the PDF file the paper will most likely have to be scanned).  ION cannot accept LaTeX files, all LaTeX documents must be converted to PDF file prior to submission.  Make sure the file is formatted according to the ION guidelines.