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    DSHS HIV/STD Program

    Post Office Box 149347, MC 1873
    Austin, Texas 78714

    Phone: (512) 533-3000

    E-mail the HIV/STD Program

    E-mail data requests to HIV/STD Program - This email can be used to request data and statistics on HIV, TB, and STDs in Texas. It cannot be used to get treatment or infection history for individuals, or to request information on programs and services. Please do not include any personal, identifying health information in your email such as HIV status, Date of Birth, Social Security Number, etc.

    For treatment/testing history, please contact your local Health Department.

    For information on HIV testing and services available to Persons Living with HIV and AIDS, please contact your local HIV services organization.

2014 Texas HIV-STD Conference - Presentation Guidelines

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August 19-21, 2014
Austin, Texas


Presentation Guidelines

Presentations

  • Please refer to general presentation tips for speaking suggestions.
  • Each meeting room is equipped with a laptop computer, projector, Internet access, screen, and microphone. Conference staff will not provide newsprint unless specifically requested. On-site equipment requests are not possible.

Slides and Handouts

  • Visual aids, such as PowerPoint or Prezi presentations, are encouraged (see Visual Aid Tips).
  • Presenters should bring slide presentations on a flash drive or use a web-based format.
  • Handouts and other attendee materials are encouraged. Presenters should provide handouts to conference staff to share with attendees.

Pre-Conference Workshops (up to 4 hours)

  • Pre-conference workshops are extended, skills-building workshops from 3-4 hours in length.

Learning Workshops (30 minutes to 2 hours)

  • Learning workshops, or breakout sessions, may range from 30 minutes to two hours, including time for questions and answers (Q/A).
  • Please allow at least 15-20 percent of your presentation time for Q/A.

Oral Presentations of Research (applies only to research presentations)

  • Oral presentations are a minimum of 15 minutes, including time for Q/A.
  • Please allow at least 15-20 percent of your presentation time for Q/A.

Poster Presentations (1.5 hours)

  • Poster presenters must be present during the entire poster presentation display period.
  • Poster presenters must come prepared to discuss their poster exhibit with conference attendees.
  • Poster presenters will not have access to audiovisual equipment during the poster presentation display period.
  • Conference staff will station a small cocktail table next to each poster board for presenter use.
  • Poster presenters must mount their poster exhibits on a 4' x 8' standing board (provided).
  • The preferred size for poster presentations at this conference is 3'x 6' (length x width). Posters may not be larger than 3.5 'x 7.5'.
  • Professionally laminated poster presentations are preferred.
  • Push pins are required to fasten poster presentations to the boards. Use of tape is not allowed.
  • For advice on constructing poster materials, visit the links found on the University of Medicine and Dentistry of New Jersey Center for Teaching Effectiveness for direction on font selection and size, paper and color layout, title and content choices, as well as common errors to avoid. Templates are also available at www.posterpresentations.com.

Round Table Discussions (30 minutes)

The round table discussion is a small group dialog on a particular topic. A subject matter expert serves as the moderator of the discussion. Round table discussions are held for topics that are important to address but not necessarily in a formal presentation or poster exhibit. Round table discussions work well for topics in which interaction is key to learning. Up to 10 people can participate at each table.

Round table topics should support the overall conference goal and priority focus areas.

Round table moderators must come prepared to provide a 5 to 10 minute presentation followed by a 20 minute question and answer session. No audiovisual equipment will be provided. Round table moderators should provide a brief handout to focus the discussion. Conference staff will not make copies of handouts. Moderators may also opt to submit handouts in electronic format for inclusion on the conference website.

10x10 Presentations (30 minutes)

The 10x10 Presentation is a structured way to present a great idea in a short amount of time. We have modified the Pecha-Kucha presentation format by having presenters show 10 slides for 1 minute each, followed by 20 minutes of discussion.

The term Pecha-Kucha means “chit-chat” in Japanese. The format originated as a tool to help designers showcase their work. In its original format, presenters would show 20 slides talking 20 seconds on each slide. Examples of Pecha-Kucha can be found at Pecha-Kucha.org.

We have modified the format to allow for more description and fewer slides. Stated simply, the presenter shows 10 slides, speaking 1 minute on each slide. This will allow 20 minutes for questions and discussion after the presentation. Slides advance automatically after one minute, keeping the format lively and entertaining.

The 10x10 format forces presenters to distill their idea into concise statements. Slides should support the speaker’s points rather than repeat speaker’s words. Ideally, the visual element facilitates creative questions and commentary. The speaker is the focus of the presentation. For this conference, we will incorporate a 20-minute discussion period after the presentation.

The list below is adapted from “The Top 5 Tips for Pecha-Kucha Presenters,” prepared by a London journalist after he presented.

  1. Practice what you want to say. Squeeze out all the “ums” and “ahs.” Remember, you only have one minute per slide, so five “ums” and three “ahs” will cost you about half a slide in terms of time and you’ll fall behind!
  2. Relate your words to the slide. The most successful presentations are the ones where the speaker is talking about each slide in turn. It detracts from the overall format and atmosphere of your presentation if it is simply a long, drawn-out speech that continues as your slideshow advances silently in the background.
  3. Relate to your audience. Remember that not everyone in the audience is going to understand or appreciate the intricacies that made your project possible. Try to work in some kind of angle that everyone can appreciate. Draw comparisons to things in everyday life – for example don’t talk about client services in terms of dollars, express it in terms of smiles or people who started working again or something. What you lose in exactitude you gain in audience interest.
  4. Smile. As the presenter, you are the voice of your work and you are creating the atmosphere, not the other way around. If you look bored doing your presentation, you will probably be boring the audience too, even if your work is mind-blowingly brilliant.
  5. Have a clear objective and make it clear from the beginning. Tell us what we’ll see in your presentation. Are you going to be talking about one project or five? Say it at the start, not at the end of your presentation.

General Presentation Tips

  • Regardless of the amount of time allotted for presentation, always allow 15-20 percent of the time for questions and answers (Q/A). For example, for a 15-minute presentation, allow for 12 minutes of material and three minutes of Q/A. If there are no questions, you can invite questions by saying “One question I am often asked is..” and give information you did not have time for in the presentation. This encourages people to ask more questions.
  • Look at the audience. If you need to reference your computer screen, avoid turning to look at the screen. If possible, bring a laser pointer; using it will allow you to point to features on the screen while still facing the audience.
  • Provide an oral transition to the next slide before clicking to the next slide. This keeps the audience from reading ahead.

Visual Aid Tips

Audiovisual aids can be a wonderful tool to increase audience comprehension and memory of workshop material. At the same time, if not used correctly, aids can become a distraction to even the best presenter (see PowerPointless [Slate]). For presenters unfamiliar with using PowerPoint, visit the Microsoft tutorials page and select the version your organization supports. Keep in mind the following tips when designing your slides:

  • Limit the number of slides you create. The guideline is:
Guideline
           

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  • Check the color and background design on a screen. Sometimes a color scheme and background will look attractive on your computer monitor, but not when they are enlarged on a screen.
  • Keep in mind ease of reading when choosing colors. Black lettering on a red background looks nice, but is hard on a viewer’s eyes. Avoid green-red and blue-red text and background combinations. Avoid ALL CAPS. Using upper and lower case letters increases readability.
  • Choose a large enough font for your slides. Titles need a 30-36 pt font and subtitles 24; go no smaller than 18 for text. If you don’t have a subtitle, use 24 for the text.
  • One photo or clip art item can add interest to a slide. Too many items on a slide may distract from the message and can even cause problems in attention for some viewers.
  • Avoid complex graphics. Limit the number of ideas to discuss with each graphic. It is better to create two slides to demonstrate two trends. A complicated graphic can confuse the audience.
  • Limit the number of ideas on a slide. Remember that slides are an aid, not the presentation itself. A general guideline is 4-6 lines of type per slide. Avoid placing entire paragraphs of text on a slide. Instead, break the text into key ideas and bullet phrases. As a presenter, you can still read the quote if needed. The bullet phrases help the audience understand the information more so than a full text of material.
  • Use phrases instead of full sentences to ease readability.
  • Pay attention to typeface. Serif fonts (those that have the little feet on some of the letters) add character and create mood. However, when projected onto a screen, serif fonts can be difficult to read. Avoid overly decorative fonts that can also limit readability. Helvetica, Times New Roman, Arial, Optima are reliable fonts for slides.
  • Use boldface or italics to emphasize text. Underlining can run into letters and be difficult to read.
  • White space is as important as text in aiding listener comprehension. Limit yourself to 40 characters (letters and spaces) per line.
  • Be sure to project your presentation before finalizing color choices and fonts.
  • Use sound sparingly (applause, beeps, etc.).


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Last updated March 12, 2014