Tech and Room Setup Best Practices
Technology, Materials Prep, and Room Setup for LOEX Presenters
- Laptops
Presenters are required to bring their own laptop. If you are co-presenting, consider having your partner(s) bring a backup.
- Double-check how to toggle your laptop for projection
Do you know which button(s) to press to project your laptop? Fn F8? F4? Does your computer need to be turned on before the LCD projector or after? Be certain of the steps for projection before you come to the conference; in some time slots, there is only 15 minutes to set up between presentations.
- Macintosh users
Please remember to bring your own VGA adapter in order to hook your laptop to the hotel’s equipment.
- Handouts
If you decide to print handouts, note room capacity is 60 for Interactive sessions, 80 for non-ballroom Breakouts, and up to 150 if you were told your Breakout was in the ballroom. The vast majority of non-ballroom sessions will be absolutely fine with 50-60 copies, but because attendees do not pick sessions in advance, we do not know which sessions would need more. Extra copies will be distributed at the Conference's Information Desk. Also, consider linking to your presentation & handouts on the Web (either to the Conference's site by emailing the materials to sessions2008@loexconference.org or on your host institution’s site) and just give session attendees the web site.
- Length of Session:
Each presentation session, including a Question & Answer period, is 1 hour (60 minutes) in length. Do not forget to leave time for questions, either interspersed or throughout your session.
- Save your presentation in multiple formats
In case your laptop crashes, be sure to save your presentation in a variety of media such as: CD, USB flash/memory stick, attachment to an email. Staff will provide tech support and will help you connect your laptop to the LCD projector.
- Have a back-up plan!
The Planning Committee has done a lot of prep work and we do not expect any equipment problems, but it is always a good idea to be prepared for the worst-case scenario.
- Equipment made available in each presentation room:
* An LCD projector;
* A screen;
- Internet Access
Due to the cost of wired Internet access, this option is available only in select rooms to those who required it. All rooms should have wireless access, however.
- Room Set Up
Depending on the room assigned, accommodations will be made available for 60-150 people. Typically, Breakout sessions will be theatre style seating for the attendees. Interactive sessions will be in rooms with attendees at round tables.
Also, presentation rooms will be available from 7am-8am on Friday morning, if you would like to view how it is arranged and review the hotel's A/V equipment. This is NOT required; it is just an option for those who are interested.
- Wall use in Presentation Rooms
Per hotel rules, nothing can be adhered to the walls.
- Access to printer, copier, scanner
The Doubletree Hotel offers access to this equipment in their Business Center
Best Practices for Delivering an Excellent Presentation
- Practice, Practice, Practice
Practice your presentation in advance, and in front of an audience if possible. Know your material well enough that you will not need to rely on a script. At the same time, do not try to memorize every word of your presentation.
- PowerPoint
If you use PowerPoint, do not fill your slides with text. Instead, emphasize the most important points of your presentation. Use visuals like graphs, photographs and other images, which can make your presentation eye-catching and interesting, when it provides real value to the attendee.
- Interact with your audience
Pay attention to their responses and adjust your presentation accordingly. If you feel comfortable asking and taking questions throughout your presentation, your audience may feel more engaged. If not, however, explain that you will take all questions at the end.
- Introductions by room monitors
A room monitor will be available in all sessions to introduce you, call for assistance if there are technical issues, and collect the LOEX-prepared session evaluation forms that LOEX will later mail to you. Prior to your session, we recommend you fill out a very short introduction form given to you at registration, so that your room monitor can properly introduce you.
- Multiple presenters
If there are multiple presenters, consider how you will switch among them and consider the amount of time it takes to shift from section to section of your presentation.
- Repeat questions
In order for you to fully understand the question and to assure that others have heard the question, repeat the question posed to you. This gives you a chance to formulate a complete answer and helps your audience hear what you were asked.
- Present what your abstract promised in a clear fashion
Remember, attendees select which sessions to attend by reading the abstract you provided, so be sure to present what is stated in your abstract. Believe it or not, this occasionally does not happen, perhaps because the presenter is trying to cram too much material in and has to leave some key points/findings out. Participants are looking for a clear, useful presentation in the time allotted.
Questions? Please contact Christine Kickels at: sessions2008@loexconference.org