Presentation Instructions

SESSION SETUP & EQUIPMENT (WHAT'S PROVIDED)

SPEAKER BREAKFAST MANDATORY/LUNCHEON

PREPARING YOUR PRESENTATION

 

A copy of the conference program for your session has been sent to you by e-mail.  Please refer to this for the presentation order of the presentations in your session.  An updated program, with the precise starting time of each presentation, will be circulated at the meeting.  The printed schedule of presentation times will be strictly adhered to.  You will be allotted 18 minutes for your presentation, plus a few moments for questions at the discretion of the Session Chair.  A speech timer will be operated during your presentation as follows:

    1.)    The GREEN light will go on at the beginning of the scheduled presentation time and will remain on for 15 minutes.

    2.)    The YELLOW light will then come on signifying that you have 3 minutes left and will remain on for 3 minutes.

    3.)    The RED light will then signify that your 18 minutes are up and that you are to immediately return the floor to the Session Chair.

 

CANCELLATIONS

Should some unforeseen event make it impossible to attend the conference make your presentation we ask that you first attempt to find an associate to make the presentation on your behalf.  If you cannot find an alternate presenter or, if for any other reason your presentation must be withdrawn, please be sure to immediately notify the ION National Office (phone: 703-366-2723/fax: 703-366-2724/e-mail: meetings@ion.org).   Please note that only speakers who are in attendance at their assigned conference session will have their presentation published in the conference proceedings.  This applies to both primary and alternate authors.

PRESENTATION CLEARANCE

It is likely that your presentation will need to go through a clearance process before it can be released to be presented at the conference.  Please begin the process immediately to ensure you will be able to present at the conference and be included in the published proceedings.

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 26 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.

 

Audio-Visual Aids

 

The most negative criticisms prior ION authors have received is in regards to the quality of the author's visual aids.  Improperly prepared audio-visual materials can spoil an otherwise excellent presentation.   Conference participants regard the quality of your visuals as an indication of your level of preparation and professionalism.  Remember that the quality of your visual aides is a reflection on you and the company/agency you represent.

 

Please Consider the Following Guidelines When Preparing Your Presentation:

 

Ø  Do not assume the audience is an expert in the subject of your presentation.  There will be a few experts, but the majority will be there to learn.

 

Ø  Your presentation should include the problem you are solving and any necessary background.  When describing your work, the most important things 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.

 

Ø  Before the conference, consider rehearsing your presentation in front of a group of co-workers, including some who are not already familiar with your work.

 

Ø  Do not overload your visuals.  Due to the large size of some session rooms we strongly encourage your visuals remain both simple and neat. It is better to use additional visuals to develop a point rather than cluttering up one image or presentation.  Text should be in 24 and 36-point type, large enough to be seen fifty feet away by persons with twenty-twenty vision.  Your visuals should illustrate your main points, use simple graphics to communicate ideas, and act as a general summary of your written paper.  (DO NOT PROJECT PAGES OF TYPE!)  Most speakers find that one visual per minute of presentation time (excluding title slides) works well.  Your visuals should motivate people to read your complete paper in the proceedings.