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Preparing Your Presentation (1 of 7). Deadlines are posted at For questions, please contact

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Preparing Your Presentation (1 of 7)

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preparing your presentation 1 of 7
Preparing Your Presentation (1 of 7)
  • Deadlines are posted at For questions, please contact
  • Submit a Complete Final Draft: Each presenter is solely responsible for the content of his/her presentation but the ARS Organizers will apply any proofreading and formatting modifications that may be necessary to make the presentation print-ready. Please make sure that the file that you submit to ARS is complete and ready for proofreading. A *.PDF file that shows how your presentation will appear in the Proceedings booklets will be sent to you for review at least 1 week prior to the final printing deadline.
    • After you submit your presentation file, modifications will not be accepted unless requested by ARS to make the material print-ready.
    • The proofed/formatted version of the PowerPoint file will be pre-loaded on the shared laptops that will be used by all presenters at the event.
  • Publication Release Form: You must submit a release form to authorize the ARS to distribute materials to attendees at the event. Please do not include content in your presentation that can’t be released and please plan to make whatever arrangements are necessary within your organization to submit the signed form on time.
  • Multimedia Files: If you wish to include multimedia files in the presentation, please submit the additional files together with your PowerPoint draft.
    • On the laptops, the files will be stored in the same folder with your presentation file; please set links accordingly.
    • Please let us know which slide(s) contains the multimedia file(s) so we can check and confirm that the file will play correctly on the laptops used during the event.
preparing your presentation 2 of 7
Preparing Your Presentation (2 of 7)

Tips for Using This Template

  • Saving your file. You may save your presentation in either the 2003, 2007 or 2010 version of PowerPoint.
  • Slide Size.Please do not adjust the size of the slides in the Page Setup. This must be set to Custom: 11 in x 8.5 in.
  • Fonts: If your presentation uses fonts that are not commonly installed by default with Windows®, please switch to a more common font. To do this,
    • In PowerPoint 2010 and 2007, click the Home tab and open the drop-down list on the Replace button. Choose Replace Fonts.
    • In PowerPoint 2003, choose Format > Replace Fonts. Alternatively, you can choose Tools > Options and select the Embed TrueType fonts option on the Save tab.
preparing your presentation 3 of 7
Preparing Your Presentation (3 of 7)

Tips for Using This Template (cont’d)

  • Include the Appropriate Number of Slides. Regular presentations are scheduled for 50 minutes (plus 10 min. for Q&A) and tutorials are scheduled for 75 minutes (plus 15 min. for Q&A). Please include the appropriate number of slides for the time allowed (neither too few nor too many). This varies based on the subject matter and/or the presenter’s style but please note that:
    • For most regular 60 minute presentations, this tends to be in the range of 30 to 60 slides.
    • For most 90 minute tutorials, this tends to be in the range of 45 to 90 slides.
  • Editing the Slide Footer.Each slide includes a footer that displays your name, company, track and session number. Add your information to the footer in the slide master (the first slide in the Slide Master view). To open the Slide Master view,
    • In PowerPoint 2010 choose View > Master View > Slide Master.
    • In PowerPoint 2007 choose View > Presentation View > Slide Master.
    • In PowerPoint 2003, choose View > Master > Slide Master.

Please disregard the “clock” element on the title slide. This uses a PowerPoint “add-in” called “AutoDateTime,” which will be installed on the presenter laptops so that the correct time will be displayed between sessions at the Symposium.

preparing your presentation 4 of 7
Preparing Your Presentation (4 of 7)

Tips for Using This Template (cont’d)

  • Importing Slides from Other PowerPoint File: For best results, please start from this ARS template file and then import selected slides from the other presentation file. This will help avoid problems with the Slide Master and reduce the amount of effort required for adjusting the formatting of imported slides. If you are unfamiliar with this process, you can use the following steps:
    • Please do not replace the ARS cover slide. You can personalize it for your presentation.
    • In the Slides Tab or Slide Sorter view, choose which sample slides you wish to use in the presentation (in addition to the ARS cover slide). Delete the rest.
    • Click the cover slide in the ARS template and import the new slides. To do this,
      • In PowerPoint 2010 and 2007, choose Home > New Slide > Reuse Slides.
      • In PowerPoint 2003, choose Insert > Slides from Files

Browse for the existing file and select the slides you wish to import. Make sure that the Keep source formatting check box is NOT selected.

    • After completing the import, please check every slide to make sure it displays properly in the new template. If you have not used slide masters in the original presentation and/or if the layout of the original presentation is significantly different than the ARS template, you may find that some slides will need to be adjusted after they've been imported (e.g., font size changes, placement of images and text boxes, title box placement).
preparing your presentation 5 of 7
Preparing Your Presentation (5 of 7)

Tips for Using This Template (cont’d)

  • Can the Audience Read Your Presentation? Remember that the presentation will be projected on a screen in a darkened room. Please make sure that text, plots and tables will be readable. Some tips , plots and tables will be readable in both screen and print formats. Some tips:
    • Keep font sizes at 20pt or (preferably) higher. It may be appropriate to reduce the amount of text in the slides OR to split the text up onto separate slides.
    • Limit the use of colored text and -- this can be very difficult to read on the screen, especially when the font size is small. For best results, use black text on a white background or white text on a black background.
    • Make charts, plots and tables as large as possible. If the content will be difficult or impossible to read, please carefully consider whether the graphic needs to be included in the presentation.

The Proceedings booklet distributed to attendees will be printed in grayscale at 4 slides per page (i.e., each slide is printed at ~4 x 5.25 inches). To view your presentation in grayscale, choose View > Color/Grayscale > Grayscale. Common problems to avoid:

    • Colored text or black text on a colored background. The text may be illegible when printed.
    • White “AutoShape” objects that show a black outline in Grayscale view.
    • Text or an object that was hidden in the full-color view by an “AutoShape” object is visible in the grayscale printout.

In most cases, you can adjust the way an image/object is displayed by switching from Automatic to Grayscale.

colored backgrounds

preparing your presentation 6 of 7
Preparing Your Presentation (6 of 7)

Tips for Effective Presentations

Many resources are available that provide tips on public speaking and creating effective presentations. In addition, here’s a limited list of specific suggestions to consider (based on past experience with prior ARS events):

  • Try to fit the content of your presentation to the interests of the audience and the time available.
    • Always be aware of the key points you are trying to make. In some cases, it may be better to limit the amount of material that you cover in the presentation in order to make sure you can present the important points effectively.
    • Because of the applied, practical nature of the ARS, it is often better to focus more on the concepts and practical applications rather than the specific details of the equations.
  • Practice! Make sure you know the material thoroughly and are aware of the timing. Give yourself enough time for an effective conclusion at the end of the session.
preparing your presentation 7 of 7
Preparing Your Presentation (7 of 7)

Tips for Effective Presentations (cont’d)

  • Take a few minutes in advance to get comfortable with the microphone, timing devices, etc. The moderator can help with a sound check.
  • Speak slowly and enunciate clearly. Pause when appropriate to give yourself and the audience time to think.
  • Try not to read from the slides (or your notes) for any extended length of time.
  • Try not to overuse the laser pointer.
  • When you receive questions from the audience:
    • Make sure that everyone in the room could hear the question. If not, please ask the speaker to repeat the question using the microphone or repeat the question yourself.
    • If the question pertains to a particular slide, you can quickly move to that point in the presentation by typing the slide number and pressing Enter (while still in the Slide Show view).
note about presenter orientation
Note About Presenter Orientation
  • On the evening before the Symposium begins, there will be a short, optional “orientation” session for presenters. This will give you the opportunity to familiarize yourself with:
    • The configuration of the presentation rooms and podium.
    • The microphones.
    • The timing devices.
    • The slide clicker and laser pointer.
  • We’ll inform you of the specific time and location via e-mail shortly before the event.
presentation title

Begins at X:XX AM, XXXday, November Xth

Presentation Title

Presenter’s Name and Affiliation(Please enter this exactly as you want the info printed in the Proceedings booklet. List the primary author first, followed by co-authors, if any.)

If you wish, you may include your company logo on this page and/or the last page of the presentation.

  • Briefly tell the audience who you are and introduce the material that will be covered in this session.
    • NOTE: Please limit the discussion of your organization’s products and services to include only the information (if any) that may be truly necessary for attendees to understand the content of your presentation.
  • Introduction 5 min
  • Topic 1 10 min
  • Topic 2 10 min
  • Topic 3 10 min
  • Topic 4 10 min
  • Summary 5 min
  • Questions 10 min

<Please adjust as needed to fit your presentation; but make sure the times add up to the scheduled time allowed.>

vocabulary optional
Vocabulary (optional)
  • Please be aware of how the audience will respond to unfamiliar acronyms and specialized vocabulary within your presentation.
    • If applicable, provide a list of relevant acronyms and terms, along with their definitions.
    • Alternatively, you can define the terms as they occur in the course of your presentation.
content of the presentation
Content of the Presentation
  • Insert the slides that are necessary to support the topics that you wish to discuss during the presentation. Please consider:
    • The material should be readable both on-screen and in printed booklets (see tips at the beginning of this template).
    • Please include the appropriate number of slides for the time allowed.
    • Most slides should have an appropriate title defined.
    • The presentation should not include material that can’t be released for publication.
    • It is usually beneficial to distribute your presentation to colleagues so they can offer suggestions for improvement.
      • Please remember that this feedback must be incorporated before you submit the file to ARS. After you submit the file to ARS, changes will not be accepted unless requested by ARS to make the material print-ready.
  • Summarize what has been learned and present conclusions.
where to get more information
Where to Get More Information
  • List any relevant books, articles, electronic sources, training sessions, consulting services or other resources.
insert your name
Insert Your Name
  • Provide a “bio” slide for the primary author and, if applicable, additional slides for co-authors.
  • Please provide at least:
    • Name
    • Title
    • Company
    • E-mail Address or Phone Number
  • If desired, you may also provide other relevant information about your education, work experience, etc.

Thank you for your attention.

Do you have any questions?