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SPEAKERS / ABSTRACT PRESENTERS >>
> Topic Table Presentation & Discussion
> Visual Support
> Preparation, Rehearsal, Time Mgmt
> Speaking and Gestures
> Your Message
> Post-Conference PowerPoint Format
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SESSION CHAIRS >>
> In Advance of the Session
> Immediately Before the Session
> Starting the Session
> During a Presentation
> Potential Problems
> Concluding the Session



SPEAKERS / ABSTRACT PRESENTERS

To help you make your presentation interesting and informative — a worthy use of your auditors’ time — we have prepared the suggestions below for your consideration.

• Topic Table Presentation and Discussion
Topic Tables are pre-assigned, and seat up to 12 individuals (including Abstract Presenters and Topic Table Leaders).  You will have the opportunity to speak on your topic for up to 10 minutes. The time and space allotted for Abstract Presentation is best suited for one speaker only per Abstract Presentation. If your presentation includes 2 speakers, both Speakers must share the 10 minutes speaking time. Your Topic Table Leader will contact you soon with further details to discuss the table’s theme, as well as time allocation, and the order that Presenters will speak.

The Topic Table is designed to encourage interaction, discussion, and debate between Abstract Presenters and Participants. The Topic Table Sessions will take place during Lunch and are intended to be informal and interactive about the topic at hand. This is not the proper forum for didactic speech beyond the 10 minutes allotted. It is OK to acknowledge limited knowledge to specific questions.


• Visual Support
Visual support can be helpful but is not required.  Handouts are a great way to ensure that Topic Table Participants will take your discussion home with them.  

Presentations by PowerPoint are HIGHLY DISCOURAGED. Topic Tables will NOT be equipped with laptops for PowerPoint (PPT) presentations. If you will be using PowerPoint, it is the Abstract Presenter’s responsibility to supply a laptop. PowerPoint presentations will not be projected, but viewed on the laptop screen itself. Keep in mind that a laptop screen may not be legible to all Topic Table Participants. Ensure that your laptop is fully powered for presentation, extension cords are NOT provided at Topic Tables. 

We HIGHLY ENCOURAGE the use of Handouts for visual support of your abstract presentation. It is helpful to Participants for the information included in your Handouts to match/follow your Abstract Discussion. Include all relevant information, visuals supporting data, summary of the take-home message, etc. Abstract Presenters are responsible for bringing copies of their Handouts to the Topic Table.  If you intend to provide Handouts, bring 15 – 20 copies for Participants.

•Preparation, Rehearsal, Time Management
Prior to the delivery of the presentation, practice in front of a live audience of colleagues or friends and note the time taken. The actual delivery of the talk will often take longer than it did in the rehearsal. Remember that PowerPoint slides seconds to the talk. The average 8.5 x 11 inch page, typed, double spaced with one-inch margins, contains about 250 words. The average speaker can present approximately 6 of these pages in 12 minutes. Have text that is highly legible (double spacing helps) with well-marked cues for visuals; number the pages so that sequence can be maintained. Keep your notes handy but don’t read them!!!

• Speaking and Gestures
Keep your voice level up, speak clearly and not too fast. Avoid letting your voice drop at the end of sentences or paragraphs. Use active words and short sentences. Words should reinforce visual material. Do not read your talk!!! Keep your hands away from your mouth so that people who speech read can understand you. Use hand motions for emphasis but don’t let them get too exuberant. Make eye contact with different parts of the audience; don’t stare off into the distance or your paper. Keep in mind that your audience’s interest in your topic will mirror that of your own; if you look bored, disinterested, apologetic, etc., your audience will probably share your apparent affect.

• Your Message
Start by acquainting your audience with the nature and purpose of the research but keep this introduction short. Don’t start by discounting or minimizing your knowledge about the overall subject lest the audience wonder why they are listening to you. Trim acknowledgments to a minimum. Time spent on detailing the inputs of colleagues, usually unknown to the audience, is time taken from your presentation. Put acknowledgments at the end if possible. Trim the ‘methods section;’ provide only enough details to assure the audience of the validity of your findings. Define or clarify acronyms; repeat definitions occasionally to refresh audience memory. Give emphasis to your take-home-message, the only part that has sustained value! What do you want your audience to remember; all else is secondary. Consider summarizing the major points at both the beginning and end of your presentation.

• Post-Conference PowerPoint (PPT) Format
You may want to consider making your presentation available to other students, practitioners and teachers of global health even after the April Conference is long over. To do so, convert the elements of your topic table presentation to create a PowerPoint slideshow for display on the GHEC website. We will post the slideshow along with the abstract as it appears in the conference program. 

While it would be best if we can receive your PowerPoint slideshow before the actual conference dates, we will not make the slideshows “live” for website viewers until the first day post-Conference, April 12. 2010. Slideshows received after April 12 will be added to the site as they become available. When ready, forward the PowerPoint presentations to: conference@globalhealthedu.org [Enter “Topic Table Presentation: Slideshow” in the subject line]. Your PowerPoint file should have a file name as follows: “LastName_FirstName”. To facilitate a smooth transfer of your slideshow to GHEC, please take the time to ensure that the resolution for graphics is kept to a minimum.

 

 


SESSION CHAIRS

• A good chair can do much to make a session go smoothly by keeping it on track, the audience engaged, and the speakers on target. We hope you find these suggestions useful.

• In Advance of the Session
If the session is based on related topics, call the speakers well in advance, preferably by conference call, to make sure they understand how their presentations fit into the theme; duplicative, overlapping presentations, at times with using the same slides, are a real turn-off. Confirm amount of presentation and Q&A time available.

• Immediately Before the Session
Meet with speakers to review the ‘game rules,’ confirm agreed speaking and Q&A times, and to inform them about time advisories. If time is limited consider asking the audience to hold all questions (except as necessary for definitions, clarification of concepts, etc.) until the end of the presentations. Confirm speaker sequence which should be as given in the program. Remind them that they must verbally disclose any financial support or conflicts of interests. Position yourself across from the abstract presenter(s) if any to encourage dialog across the table. Consider having a silent timer visible to the speaker that will make a sound at the end of the allotted time; it is impersonal and the audience will know the time is up.

• Starting the Session
Start on time; delays are a disservice to those present and cut presentation time. Provide brief overview to session objectives and tell the audience that unlike a podium presentation, the goal of Topic Tables is, after any presentations, to have all engaged in active dialog. Introduce each speaker with a brief 3-4 sentence introduction covering only the most salient biodata. Obtain in advance if possible copies of speakers’ papers and resumes to prepare for appropriate introductions. Avoid reading long introductions stretching back to training days and include unique, public interest tidbits if available. Invite speakers to provide additional information; they know their background much better than you.

• During a Presentation
Give speakers 5-, 3-, and 1-minute warnings. If falling behind schedule shorten your introductions to subsequent speakers and ask them to supplement your comments as appropriate; they can do if faster, more accurately, and they won’t be long-winded since it cuts into their presentation time. If you are also speaking, take the last slot; it will give you an additional incentive to keep others on time.

• Potential Problems
Don’t let speakers go significantly overtime which will reduce time available for subsequent speakers. During the discussion period be ready to intervene if either a questioner or speaker becomes long-winded or if a questioner starts making a speech or becomes polemic; politely insist they voice their question.

• Concluding the Session
End promptly, expressing thanks to the speakers and audience. If possible, close the session 10 minutes prior to the period's end to allow for some networking amongst participants and for time to reach the next session.