Speaker Web Series #3 - On-Site Logistics: Room sets, equipment, presentation best practices - Product Stewardship Society

Speaker Web Series #3
     On-Site Logistics: Room sets,
equipment, presentation best practices

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Speaker Web Series
• Series of webinars intended as a guide for all Product
  Stewardship 2019 presenters
• Currently 4 webinars scheduled
• Web series will:
   • Educate you on how to navigate and utilize available resources
   • Assist you in meeting all conference-related deadlines
   • Provide resources to improve your presentation skills

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Speaker Web Series
Date           Subjects Covered

6/27/2019      Navigating the Speaker Portal, Speaker
               Agreement, Toolkit & Available Resources
7/18/2019      Promoting Your Session Using Social Media

8/15/2019      On-Site Logistics: Room sets, equipment,
               presentation best practices
8/22/2019      Moderators: Roles and Responsibilities

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Action Items & Deadlines
• June 30, 2019 – Log-in to the Speaker Portal, review and
  complete the Speaker Agreement, update your profile
  information
   • Complete your biography and upload your headshot
• July 8, 2019 – Register for Product Stewardship 2019 at the
  Advance Rate
   • After this date all registration prices will increase
• July 30, 2019 – Review Speaker Toolkit on the Product
  Stewardship 2019 website
• September 9, 10, 11, and 12, 2019 – Workshop and
  education session presentation dates

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Speaker Toolkit
https://www.productstewards.org/ProductStewardship20
19/Learn/Pages/Speaker-Toolkit.aspx

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Reviewing the Speaker Toolkit
• The Speaker Toolkit will be updated regularly, it is your
  one stop shop for information prior to getting on-site
• Access webinar recordings and slides
• Download the official Product Stewardship 2019
  PowerPoint template
• Review on-site logistics: registration hours, room sets,
  equipment/ software, presentation best practices,
  session evaluations and mobile app (coming soon)

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Product Stewardship 2019
• Presentation Dates
• Workshops: September 9
• Education Sessions: September 10, 11, 12

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Registration Hours
• Location: Level 2 in the foyer space outside of Room
  A210
   • Monday, September 9: 6:00 a.m. - 7:00 p.m.
   • Tuesday, September 10: 6:00 a.m. - 5:30 p.m.
   • Wednesday, September 11: 7:00 a.m. - 5:00 p.m.
   • Thursday, September 12: 7:00 a.m. - 12:00 p.m.

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Arrival On-Site
• When you arrive to the Convention Center, go directly to
  the registration desk to pick up your badge
• Go directly to your assigned session room at least 15- 20
  minutes prior to your presentation
   • Room numbers can be found on the Product Stewardship
     2019 mobile app or in the on-site guide
   • There will be audiovisual (AV) technicians circulating between
     sessions rooms who can assist with any presentation set-up
     needs
   • If you are unable to locate an AV tech in the vicinity of your
     session room, stop by the registration desk for assistance from
     a staff member

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Rooms in Convention Center
• A 211, A 212
• A 213, A 214
• A 215
• A 216
• Union Station A

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Session Room Setup & Equipment
• All session rooms will be provided with a standard set that
  includes:
   •   Laptop
   •   Projector
   •   Screen (sized appropriately for the room)
   •   Wireless mics for presenters
   •   1 wireless slide advancer (for the computer provided by AV)
• We will have no more than 4 wireless microphones available,
  which means presenters will have to share the microphones
  and/or utilize the podium microphone
• Unfortunately, we cannot provide any additional materials or
  equipment, and exceptions cannot be made

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Session Room Layout
• No head table in session rooms as in a traditional conference
  lay-out
• Informal seating for presenters in the front of the session
  room
• New set is designed to encourage presenters to be more
  interactive with each other and the audience
   • Walk around, make eye contact, and engage with the audience

• Audience seating will be set in rounds that can
  accommodate 50-75 people per session
   • Encourages more interaction, conversation, and engagement
     amongst attendees

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PowerPoint Presentations
• We do not collect PPT files in advance of conference
• PPT files do not go through review or vetting/ approval
  prior to conference
• There is no Speaker Ready Room at Product Stewardship
  2019 and no central uploading (go directly to session
  room and load PPT file from USB)

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PowerPoint Ratios
• Our PowerPoint template is set to 16:9 ratio
• This template is for education session rooms and the
  general session room
• If you choose to use your own template, please ensure
  that it is set to these formats
• Be advised that if you use any other format, it will not fit
  the screens in our session rooms
   • Please follow instructions!

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​Presentation and Software
• We recommend that you use Power Point (PPT) for all presentations
• Adobe Acrobat (PDF) and HTML files may also be used
• Please use the Product Stewardship 2019 PowerPoint Slide Template​​
  when creating your presentation
• You are required to use the computers provided on-site in the session
  room
• These are Windows-based PCs equipped with Microsoft PowerPoint
  (Office 2010) and the latest versions of Adobe Acrobat Reader, Windows
  Media Player, and Quick Time for Windows
    • Other presentation programs will not be available
• PowerPoint files created on a Macintosh computer will open
  successfully on a provided PC
• It is recommended that you test your files in the session room prior to
  your session start to ensure the proper display of fonts, equations,
  pictures, and videos

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Presentation Best Practices
• While wireless Internet will be available, we do not
  recommend relying on it for any portion of your presentation
• Presentation rooms will NOT be hardwired with Internet
• Any links to outside websites, such as for audio and video
  files, should be embedded into the PPT presentations
• If you have video or audio files, we recommend bringing a
  back-up of the files on a flash drive, as well as embedding
  into the PPT file
• Please DO NOT simply link to videos, such as on YouTube or
  other websites, as we cannot guarantee the strength of the
  Internet connection

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Polling Options
• If plan on utilizing live polling during your session, there are
  several sites with free options
   •   Mentimeter
   •   Easy Polls
   •   Google
   •   Survey Monkey
   •   Direct Poll
   •   Poll Everywhere
• Please note that these run via internet and there is no
  guarantee of internet quality at the convention center (we
  will only have wireless available)
• No polling feature in PSC 2019 mobile app

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Presentation Materials
• We highly encourage you print any supplemental materials
  you may need prior to leaving for the conference
• Staff will be unable to print items or provide office supplies
  on-site
• The Greater Columbus Convention Center has two on-site
  Guest Services Centers offering a variety of services such as
  photocopying, faxing, outbound shipping through USPS
  Priority Mail, sale of business supplies, motorized scooter
  rentals, and more
   • The main Guest Services Center is located on the first floor by the
     South Café & Marketplace
   • The second location is in the main concourse by meeting room A-
     120
• Any associated costs are the speaker’s responsibility

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Successful & Well-Received
Presentations
• Targeted, with a focused message
• Relevant, with examples and application
• Clear and simple, effectively conveying ideas and
  providing new tools and skills
• The title and description should appear exactly as peer
  reviewed
• Attendees should be able to leave with practical skills to
  apply in their jobs
• Even sessions that are heavy in theory or research need
  to have practical applications

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Successful & Well-Received
Presentations
• Current, accurate, and objective
• Creative in offering solutions, processes, and new ideas
• Understandable, presenting clear and concise data
• Well-illustrated with commentary and visuals
• Commercial-free

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As You Work on Your Slides:
• Keep in mind the following points for text:
   • Use a common font such as Arial or Times New Roman
   • Fonts should be at least 24 points
   • Headings should be no less than 36 points
   • Avoid writing in all capitals
   • Underlining, bold, and italics should be used sparingly
   • Keep style and spacing consistent; note that slides should be
     simple and uncomplicated
   • Help ensure readability by avoiding slides with too much text,
     complicated tables, hard-to-read figures, etc…Think white
     space
   • Proof-read, spell-checked, and corrected for errors

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Color Schemes
• Use color for emphasis, but use it sparingly
• Keep colors simple and remember some participants
  may be color-blind
• Light colors (white and yellow) should be used for text
  on dark backgrounds
• Dark color texts (black or blue) should be used on light
  backgrounds

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Inserting Images
• Avoid dated pictures or images and background graphics
• Use digital images and graphics that project well on a
  monitor
• Images should be sized to 800 × 600 pixels and saved as
  JPEG or TIF files
• Label charts and graphs clearly (avoid using if attendee
  can’t read or understand from the back of the room)

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Mobile App
• Plan ahead and maximize your experience in Columbus, OH,
  September 10-12 with the Product Stewardship Conference
  2019 mobile app

• Download the official Product Stewardship Conference 2019
  mobile app to:
   • View the conference agenda, room assignments within the
     convention center
   • View session descriptions
   • Plan your schedule
   • Alerts and update notifications
   • Learn more about our Partners
   • Update your profile and connect with other attendees

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Mobile App
• To download, search “Product Stewardship 2019” in the
  app store on your mobile phone
   • iTunes for Apple and Google Play for Android

• To use the web version:
 https://eventmobi.com/productstewardshipconference2019

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Session ​Evaluations
• Sessions will be evaluated via the mobile app
• Please remind attendees at the end of your session to
  log-in to the mobile app, open your session, and
  provide their feedback!
• We will send out a push notification to all attendees at
  the end of the day to log-in to the app and rate sessions
• Feedback assists with our planning each year and is
  incredibly helpful for improving your public speaking
  skills

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Session Evaluations
• Rating areas:
   • Quality of session content
   • Quality of speakers (unfortunately no mechanism to rate
     individual speakers in app)
   • Additional feedback (open ended comments)
• Rating scale
   •   5- Extremely Satisfied
   •   4- Satisfied
   •   3- Neutral
   •   2- Dissatisfied
   •   1- Extremely Dissatisfied

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Conference Attendance
• If unforeseen circumstances arise and you cannot attend
  and speak at the conference, please make sure you
  email staff directly in addition to completing the speaker
  agreement
• First preference is for a replacement speaker on exact
  content as peer-reviewed and accepted
• We might consider replacement speaker on slightly
  different content if that is the only option
• If no replacement speaker, we will cancel session
  entirely
   • Session will be marked as “cancelled” online

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Presenters
• Sessions have limited number of speakers to ensure
  enough time to present meaningful content and for the
  audience to ask thoughtful questions
   •   Express (1)
   •   Standard (3)
   •   Deep Dive (5)
   •   Half Day Workshop (3)
• Do not invite someone who is not already approved and
  listed on session
• If someone is listed and there is a replacement speaker
  please contact staff as soon as possible

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Greater Columbus Convention Center
• Convention center staff are responsible for the setup, change, and
  breakdown of all activities
    • Room sets (head tables, chairs, AV, etc.) and capacities are approved in
      advance by the facility and the Fire Marshal
    • Room sets, once approved, must remain as indicated on approved floor plans
      or PSS will incur change fees
    • Speakers and moderators agree they will not move any items (other than
      those brought by the speakers into the rooms) pre-set by the facility or PSS
• Audiovisual equipment must be provided by PSS’s exclusive provider,
  Mills James
    • Requests for AV other than that outlined to presenters in advance by PSS must
      be paid for by the speaker to PSS before equipment will be provided
    • Speakers may not provide audiovisual equipment of any kind in their session
      rooms, including handheld polling devices
• Speakers may hand carry handouts or other materials for distribution
  during a session (except any type of AV)
    • No carts or dollies are permitted
    • If you require a cart, dolly, luggage carrier, or hand truck to carry your
      materials, please contact staff
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Next Up in Our Speaker Web Series…
• Moderators: Roles and Responsibilities
  • Announcements
  • Speaker introductions
  • Schedule
  • Evaluations
• August 22, 12pm Eastern

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Questions?

Kathryn Christoe, kchristoe@aiha.org

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