Information for Presenters and Session Chairs

For Presenters

Rooms. All sessions will take place on the second floor of the Memorial Union (MU) on ASU Tempe Campus. For the location and room specifications, please see the MU Floor Plan.

A/V Equipment. All presentation rooms are equipped with a video projector or a flat-panel LCD monitor with RGB (VGA) and RCA connections. If you are planning to use a computer for your presentation, please bring your own laptop or arrange with other presenter in the same session to use one of theirs. If you are a Mac user, please bring an appropriate VGA adapter (aka "dongle"). Since presentation time is limited to 25 minutes per paper, it would be a good idea to communicate with other presenters and use a single laptop for the entire session, which is 1 hour and 15 minutes. (Detailed schedule will be available in September.)

Wireless Internet Access. ASU provides free WiFi access throughout campus, including the Memorial Union, where the Symposium will take place. If you plan to show websites and other online resources, however, it would be a good idea to download them onto your laptop and test their functionality before coming to your presentation. In most cases, it is more effective to use a series of screenshots to show what the presenter wishes to show rather than to access the resource in real time, which may not be accessible at the time of the presentation for various reasons.

Session Length. Each concurrent session is 1 hour and 15 minutes, and the time is divided into three presentations, 25 minutes each. That means each presenter (or a group of co-presenters) will have 25 minutes for a very brief introduction by the session chair, 15- to 20-minute presentation, and time for questions and discussion. Colloquia are 1 hour and 30 minutes long.

Before Your Session. Please plan to arrive to your session a few minutes earlier to meet the session chair and other presenters, and to set up the equipment. If you cannot find a session chair in the room, do not wait for the session chair; please announce your name, institutional affiliation, and start your presentation as scheduled.

During Your Session. Please keep track of your time (or ask the session chair or someone else for help) and do not go over your scheduled presentation time. If you are not experienced at presenting, you may wish to practice your presentation beforehand so you can finish in 20 minutes or less. Even if you have not finished presenting all the materials, please wrap up your presentation after about 20 minutes and leave some time for questions and discussion. If you have more information than you can convey in 20 minutes, please consider downsizing the scope of your presentation or providing additional material on a handout.

After Your Session. No matter what you do, please do not go over the 25 minutes alotted to you. When your time is up, please leave the floor so the next presenter can start on time.

Tips for Presenters. Here are some tips to consider:

Each presentation (unless otherwise noted) will be 20 minutes, followed by a 5-minute period for questions and discussion. As you plan your presentation, keep in mind that 20 minutes is just enough time to present two or three major points with one or two examples each. If you are planning to report on a large project, such as your dissertation research, consider focusing on one or two most important or interesting parts of the study.

If you plan to prepare a script, keep it under 8 double-spaced pages (in 12-point Times New Roman). Scripts should be written to be read aloud with explicit transitions and relatively short sentences. Unless you have excellent eyesight and can read small prints in the dark, use a larger font than usual. However, presentations are often more effective if the presenter speaks from an outline or notes rather than reading the script.

If you feel you have more details than you can present in 20 minutes, consider providing some of the details on a handout. Details of the method, intricate tables and figures, and long quotes are often more effectively presented as handouts rather than on the screen.

If you plan to use PowerPoint, use 18-point Times New Roman (or larger). A good test of readability is to print out the slides and put them on the floor. If you can't read the slides easily while standing, it needs to be revised for readability. Light-colored fonts on dark background tend to be easier to read on the screen than black text on white background.

Unless you are an experienced presenter who has developed a good sense of time, practice and time your presentation beforehand. During an oral presentation, time goes much faster than most presenters realize.

Always have a backup plan for your presentation. For example, if PowerPoint does not work for some reason, be prepared to speak from your notes or handouts.

For Session Chairs

Here are the responsibilities of a session chair:

Arrive at the room at least 10 minutes before the session.

When you arrive, make sure that the room is in order and that the projector is working properly. (Even if it is not, do not turn off the projector, as it may take a while to get it restarted. If you have any questions, ask a Symposium assistant for help.)

Identify and meet all the session presenters. Ask if they need any assistance with handouts, timekeeping, etc.

Help the presenters distribute handouts as needed.

If there is a missing presenter, please do not allow the next presenter to start early; it is important that each presenter use the scheduled time only.

At the scheduled time, please announce the name(s) and the institutional affiliation(s) of the presenter(s) and the title of the presentation. Since the time for presentation is limited, please do not attempt to provide any additional information.

Monitor the time and, let the presenter know after 20 minutes. If the presenter has not finished the presentation after 25 minutes, stop the presenter, announce that there is no time left for questions, and move on to the next presentation.

If the presenter requests, it is appropriate for the session chair to moderate questions. Session chairs can ask a question or two, especially if no one else is waiting for their turn, but please do not attempt to provide a response or present your perspective, or dominate the conversation.