Oral Presentations Guidelines

Presenters should give an opening statement to acquaint the audience with the nature and purpose of the research. Discuss the same material as reported in the abstract. Be sure to limit the presentation to the time allotted. Rehearse your presentation beforehand, timing it. Often the actual delivery of the speech takes longer than the rehearsal. Remember that PowerPoint slides add seconds to the talk. The courtesy of staying within your allotted time will assure participants equal time on the program and allow the audience the opportunity to ask questions. Know what to omit if you start to go over. Session presiders/moderators will hold you to the allotted time.

The average 8 1/2 x 11 inch page, typed, double spaced with one-inch margins contains 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.

Reaching Participants with Vision and Hearing Impairments

• Before you begin speaking, make sure that sign language interpreters have a copy of your presentation.
• So that everyone can benefit from your presentation, be sure to speak loudly, clearly and directly into the microphone at a moderate pace.  This practice promotes understanding in the audience and allows sign language interpreters or CART transcribers time to translate what you are saying.
• The audience will appreciate it if you look at them rather than the screen or your paper.  Shift your gaze to include everyone.  Keep your hands away from your mouth so that people who speech read can understand you.  Use active words, short sentences.  Words should reinforce visual material.
• Describe slides briefly.  Example: “This slide covers these three key points…”  “This graph illustrates these key points.” 
• Avoid pointing to something on the slide and using words like “this, that, these, and those”, unless you indicate what “this” means.  Example: This map shows…, These results indicate…”.  Not “This shows…”    People who can’t see you pointing to a slide don’t know what “this” used alone means.
• Always repeat all comments and questions into the microphone.
• PowerPoint is recommended for all oral presentations.  See Getting Started Using Powerpoint. The APHA DisAbility Section’s Accessibility Committee has developed Guidelines for Accessible PowerPoint Presentations (PDF) as well as a PowerPoint Template (ppt) for creating accessible presentations.

For those people interested in your data, you may consider distributing copies of your paper on request or take advantage of the ability to upload your paper to the Online Program, so that they become a permanent part of your abstract. Papers and materials for your presentation should be sent ahead to your hotel addressed to your attention and labeled "Hold for Arrival" or brought with you. Do not send any materials directly to the Convention Center.

LCD Projectors and computers are now included as part of the standard audiovisual package in each scientific session room. This technology will enable presenters to upload their PowerPoint presentations in advance of the meeting (advance deadline is October 21) and have them pre-loaded on the APHA session computers. Individual presentations then begin with a click of the mouse. The cost and inconvenience of bringing a computer to the annual meeting has been eliminated for presenters. Take advantage of new technologies and be a part of the E-ssentialLearning experience. Note: roundtable and poster sessions cannot be recorded.

Because of this venture, the guidelines for oral program presenters are critical for a successful presentation.

Getting Started Using PowerPoint
To be a part of the E-ssentialLearning experience, all oral session presenters are encouraged to create their presentation in a PowerPoint format.

Upload PowerPoint Presentation
Once you have created a PowerPoint presentation, you can upload the file free of charge--deadline is October 21. If you are using materials in your presentation (pictures, charts, graphs, etc.) that are not original work, remember to cite the original source. If you are drawing heavily on another source, it is incumbent on you to seek permission from the original source to use the material. PowerPoint files should be 35MB or less in order to upload in advance.

Uploading Handouts
In addition to uploading PowerPoint presentations, authors and program presenters can also upload their handouts or papers after the annual meeting so that they will be a permanent part of the Online Program, visible to everyone. The handouts will be available by hyperlink from the Online Program. Because this service requires much more storage and bandwidth there is a nominal $10 charge--the fee is paid on line using a credit card and a secure payment page. A link will be posted to upload your handouts after the annual meeting.

• The meeting should be called to order on schedule.
• Please introduce each presenter (name and affiliation). It will be helpful to secure copies of the authors' papers and curriculum vitaes beforehand to verify time allotments and prepare appropriate introduction.
• Follow the order of the agenda as indicated in the program so that the first speaker listed is the first speaker to present.
• Be careful to limit each speaker to the allotted time, give him or her a warning signal 1 to 2 minutes before. This will guarantee each participant a proper share of the program and allow time for audience discussion.
• Make yourself familiar with the new Confex Podium Technology, how to select pre-loaded PowerPoint presentations, how to begin a presentation, etc.
• Remind presenters that they must speak into the microphone (this is both for the benefit of the audience and for ensuring high quality session recordings).
• Remind presenters that they must verbally disclose any financial support or conflicts of interests.
• If possible, allow time for questions and answers. During the question and answer period, presiders/moderators should always repeat the question for the audience.
• The APHA DisAblity Section on Accessibility Committee has developed additional guidelines for Moderators/Presiders for the 2008 Annual Meeting.

APHA hires room monitors who are responsible for double-checking the room set-up and the audiovisual equipment prior to the starting time of your session. They will also take an official count of the attendance at the meeting and check that attendees have appropriate name badges. Because the monitors are assigned to several sessions at the same time, they are not able to remain in the room throughout the session.