Instructions for Conference Speakers
2019 Clearwater Clean Energy Conference

2019 On Site Instructions for Speakers

THE CONFERENCE PRESENTATION

Check in at the Speakers’ Desk so your materials will be in the room at the time of your presentation. There is someone at the desk from 7:30 a.m. on and you should submit your visual materials so they are loaded on the computers. And please keep in mind that the official conference dress is casual, i.e., no jackets and no ties. This applies to speakers, session chairs and panel and tutorial chairs.

Each paper is allotted exactly 20 minutes. The yellow light comes on at 15 minutes; this gives you 2 minutes to conclude and 1 minute for the transition to the next speaker. Your 20 minutes includes the transition, introduction of the paper and the Questions & Answers.

If you use all 19 minutes for the presentation then there will be no questions. If you go over your allotted time, you will be interrupted.

 In this regard, we are using light timers. This has worked very well.   The yellow light comes on at 15 minutes; this gives you 3 minutes to conclude and 1 minute for the transition to the next speaker. You must adhere to this to keep to the schedule.

Make yourself available to the attendees at the end of the session in the hallway outside of the session or in the Exhibit Center or at lunch. Let the audience know where you will be. A few sessions have openings at the end of the session, please feel free to use this time for questions and/or discussion.

Session chairmen will be using timers and lights to maintain the session schedule. Your full paper will be published in the Proceedings of the conference; therefore, you should summarize the highlights for your oral presentation. And please keep in mind that the official conference dress is casual, i.e., no jackets and no ties. This applies to speakers, session chairs and panel and tutorial chairs.

Questions & Answers – Speakers should use some of their presentation time for questions. This is not mandatory, but we do ask that you allow a few minutes at the end of your paper for questions.

Try to anticipate questions that may be asked – and answer them in advance as part of your presentation; in other words, include in your oral presentation those points that would be of most interest to the immediate audience. When a question is asked, if the answer will be found in the published version of your paper, please indicate that so you can keep your on-the-spot answers as brief as possible. Some questions may be best answered after the session, on an individual basis.

Your presentation is 20 minutes.  You will be interrupted if you go over your allotted time. We will strictly enforce the time restrictions. Do not go over your your allotted time. The AV technicians will now be in charge of the clock and will vigilantly monitor the time.  As soon as the speaker has gone over his time, the mic and screen will be turned off.  Your full paper will be published in the Proceedings of the conference; therefore, you should summarize the highlights for your oral presentation.   If your answer requires a long explanation, ask the questioner to meet you outside the room and have your discussion there.

You should sit in the front row of the session room.  Check in with the session moderator so he knows that you are there.

Questions & Answers – Speakers should use some of their presentation time for questions.  Anticipate questions that may be asked – and answer them in advance as part of your presentation; in other words, include in your oral presentation those points that would be of most interest to the immediate audience.  Be respectful of other speakers; if you take issue with a presentation, talk to the speaker outside and not in this part of the conference.

When a question is asked, if the answer will be found in the published version of your paper, please indicate that so you can keep your on-the-spot answers as brief as possible. Some questions may be best answered after the session, on an individual basis.

Try to anticipate questions that may be asked – and answer them in advance as part of your presentation; in other words, include in your oral presentation those points that would be of most interest to the immediate audience. When a question is asked, if the answer will be found in the published version of your paper, please indicate that so you can keep your on-the-spot answers as brief as possible. Some questions may be best answered after the session, on an individual basis.

TECHNICAL SESSION ROOMS SETUP

Each session room will be equipped with the following standard equipment:

  • Lavelier microphone
  • Laser pointers
  • Laptop computer
  • Podium
  • Screen
  • LCD projector
  • Light timers

There is a lavelier mic on the podium which you should secure to your lapel. You need to wear this because when you speak and turn to the screen it makes it so much easier for the audience to hear everything. In addition, there is also a laser pointer on the podium.

 There will be an AV technician in all of the session rooms. If any problems arise, just get in touch with the technician or come to the Conference Desk immediately. The AV technicians will now be in charge of the clock and will enforce the time restrictions vigilantly.  The pics and screens will be turned off if and when a speaker violates the time allotted.

Prepare visuals for Power Point projection. Your materials should be submitted on a thumb drive. Your materials will be accepted at the Registration Desk when you check in. 
 Avoid complicated visuals that require long reading time by the audience. Try to make your visuals attractive to view and easy to grasp. Remember that you are speaking in a large room with possibly hundreds of people. The person in the last row should be able to read your charts or graphs just as easily as some one in the front row. What might be acceptable to you as you sit at your desk, might not work as part of a presentation in a large room. Please be considerate of the attendees as you prepare your visual materials for presentation. Detailed illustrative material is not suitable for your oral presentation

The Clearwater Clean Energy Conference
Barbara Sakkestad
Post Office Box 1130
Louisa, VA 23093
540/603-2022 or 240/751-0900
barbarasak@aol.com
www.ClearwaterCleanEnergyConference.com