From a broader perspective, writing and presenting a paper can be personally rewarding, as well as professionally stimulating. Writing and presenting is a way of paying back a debt... a learning experience in and of itself.

The goal of this paper is to encourage you, the reader, to become the writer/presenter. By sharing information about the SESUG presentation process, by explaining the relevant time frames, responsibilities, and expectation, the author hopes to enhance the likelihood of future participation in this process by conference attendees.

Background: First Understand Your Audience

For whom are you writing? SESUG is   devoted to help SAS users through education and other opportunities for growth. Currently hosting its 7th annual conference, SESUG was formed in 1993.  One of the primary goals of SESUG is to provide individuals with the opportunity to share information on the SAS System, with a special focus for those in the South Eastern United States.

First Thoughts: Submitting the Intent to Present

You think you would like to submit a paper for presentation at the next year's SESUG Conference... what do you do?

Each spring, the host committee for the next year's conference coordinates a Call for Papers. The Call is distributed by SAS Institute on behalf of the SESUG Conference committee to persons on the current SESUG mailing list -- i.e., persons who have attended at least one conference within the previous three years. Information on the Call for Papers is also made available to other relevant professional associations such as SUGI attendees that reside in the SouthEast.

Responding to the Call for Papers is a simple process. The interested person completes an Intent to Present via our web site. The only information requested at this time is the general topic of the proposed paper and the author's name, institution, and address.

What does it mean to submit an Intent to Present? What happens next? Submission of an Intent to Present is not a promise to submit an actual paper -- it simply indicates interest. The host committee responds to all persons submitting Intents, sending them: acknowledgment of receipt of the Intent; guidelines for preparing written copy; and the deadline for submitting the paper. The paper submission deadline generally falls in mid-July.

The Importance of the Written Word: Developing a Paper

How do you translate a good idea into a good paper? As you go about the business of putting your thoughts down on paper, there are a number of points to consider: Is the discussion relevant? Is it clear to someone outside my institution? Does it make sense to someone outside my field?

When you have a draft copy ready, it is always a good plan to ask at least two other people to read it: one person who is close to the project or subject you describe -- to see if you left anything out; one person who isn't -- to tell you if it all makes sense. Remember the rules of standard prose (refer to the Chicago Manual of Style if in doubt). The most common writing pitfalls are incorrect or missing punctuation; inconsistencies in tense; incorrect spelling; and basic errors in grammar (noun-verb don't agree, etc.). Other problem areas also exist -- for example, gender specific language and use of unidentified acronyms.

Remember to follow the guidelines for written copy sent to you by the host committee! These include both specifications of format and margin widths and length limitations. If your paper is accepted, you will find it far easier to submit final camera ready copy if your initial text already conforms to the guidelines of the committee.

Polishing the Written Word: Finalizing Your Paper

You've noted the updates and suggested revisions of the committee -- now what does the committee need from you? Notification of acceptance is sent in mid-late July. The committee will indicate the deadline (generally around mid-July) for the submission of several critical items:

• the final, camera ready paper (for publication in the Conference Proceedings);
• a 100-150 word abstract, or summary, of the paper (for publication in the pocket conference brochure guide);
• a listing of any audio visual requirements for the presentation (if your needs are not simple -- e.g., overheads, LCD projectors -- you may need to speak directly with the local conference staff to verify that those needs can be met, and/or arrange to bring your own equipment); and,
• brief biographical information on the person or persons who will be presenting the paper at the conference. The latter information is used by the moderator of the session to introduce the speaker(s) to the audience.

Anything else you should be doing at this time? Yes -- let the appropriate people on your campus know that your paper has been accepted -- this is an honor!

When is Silence Golden? Preparing an Oral Presentation

How do you translate the written work into the spoken? Ask yourself the following: What does the audience need to hear? What portions of the written papers should be included in the oral presentation? What additional information should be added? (This is your time to incorporate any recent, relevant developments.) What portions of the written text should be left out?

Also consider the role that audio visual supports might play in your presentation, asking yourself: What does the audience need to see in order to follow the talk? A variety of audio visual aids -- slides, overheads, flip charts, videotapes, audio tapes, computer displays, paper handouts -- can be successfully incorporated into a presentation. Practice using different devices to see which ones work best for you. And always -- test your materials on a real audience to see what works best for them.

Remember that audio visual aids lose their effectiveness if the visuals cannot be seen, and the audio cannot be heard, clearly. A good preliminary test to determine relative legibility of an overhead is to stand with the overhead on the floor by your feet. If you can't read it, then neither can your audience! The old adage that "less is more" applies here as well; one of the most common failings in slide shows is having too much information on a single slide. Your point is more quickly made by using phrases rather than full sentences, and by keeping the points on each slide few in number. Remember your time allotment! In general, presentations are scheduled in 60 minute blocks -- you should budget your time accordingly. You will need to allow time for audience questions at the end: this can be some of the most valuable time spent in a session. You also want to be able to speak in a somewhat leisurely fashion: although an audience may like a fast-paced production, they don't want to have to concentrate on a too-rapid delivery by the speaker.

Practice in public, arranging at least two (one initial, one after feedback) trial presentations at your home institution. Your practice audience should include both persons who are and who are not close to the project. They can prove to be an invaluable resource in terms of identifying problems in understanding, hearing, visibility/legibility, flow, and context. They can also help you determine the need for handouts and -- if used -- can evaluate the effectiveness of those handouts.

Remember the other unspoken rule of speaking: Don't rely on memory alone! Bring an outline or a set of numbered note cards to refer to in case you lose your train of thought and can't recover; similarly, consider posting a large outline where everyone can see it -- your audience may like to know where you are in the talk so they can pace themselves and plan their questions. Be sure to announce at the onset of your talk how you prefer to handle any questions from the audience: do you want them to hold questions till the end or raise a hand and ask during the presentation?

If your talk is heavily sprinkled with acronyms, you may wish to prepare a poster or a flip chart with translations of the acronyms. If you need to refer frequently to a complex diagram, consider distributing handouts of the diagram.

Speaking pitfalls are everywhere -- but practice can make you almost perfect. Try to weed out the colloquial pause-fillers of "um" and "uh" and, although you don't need to be formal, do try to employ good English. As always, attempt to use gender neutral language in your speech. Finally: remember that humor is great if it works for you -- but don't try to "entertain" if that's not your style.

There is a large body of literature on the market which focuses specifically on public speaking and the preparation of audio visual supports for speeches. Take advantage of these publications, and learn from other people's mistakes so they won't become your own.

Going to the Conference

Any last minute thoughts? This warning may sound unnecessary, but it is based on a wealth of observed experience: if you're relying on slides, overheads, handouts, whatever -- be sure you know which member of your party is responsible for bringing each item. If you're flying to the conference site, carry your materials -- including any speech cue-cards -- on board with you: lost luggage, like most inconveniences, always occurs at the worst possible time.

Consider other conference attendees as possible resources during your presentation. Is there someone from your campus familiar with the project, or someone from another institution knowledgeable in the field? You may want to solicit their support (at least, their physical presence) at your presentation; during question and answer time, these resource people may be able to add additional information that will enhance your audience's learning experience.

At the conference, what can YOU do to maximize your chances of success? First and foremost: take advantage of all the possible assistance provided by the local committee staff, SESUG really wants your presentation to go well. To that end, at every conference they provide:

• a practice room, similar in size and shape to the actual presentation rooms and containing similar equipment, open extended hours during the conference (you can sign up for time in the practice room at the conference registration desk);
• a breakfast reception for speakers and moderators, at which you can meet the moderator assigned to your session (the moderator identifies the session number to be written on the evaluation form, reminds the audience to complete an evaluation, introduces the speaker(s) and generally sees to it that the session begins and ends on time);
• a room monitor, assigned to your specific presentation (the monitor ensures that equipment is working and will locate assistance in the event of room/equipment problems);
• a staffed registration desk, your first place to turn if you have a question or a problem.

What else can you do to enhance your presentation outcome? If yours is not the first session on the conference schedule, you can pick up some helpful hints by observing other speakers presentations. Ask yourself what you especially liked in a talk -- and what you liked less. Be at your assigned room early! Make contact with your moderator and room monitor, verify that equipment is positioned correctly, that handouts are located conveniently by the door, and that the room monitor knows which light switches you want adjusted during the talk. Most of all: be excited about your subject... and enjoy yourself! If you feel relaxed and comfortable, you will put your audience at ease -- and they will enjoy the program more.

Try not to be nervous! Fear of presenting is one of the biggest obstacles to making the initial commitment to present, as well as to following through with it.

A word of caution on what to expect from you audience: remember that an audience is not static -- with all good intentions, attendees may enter a program late and leave the program early. Don't take it as a personal affront; just keep going! It is finally over - now what? Celebrate! You really did it! You can be proud of yourself, and be assured that SESUG, too, appreciates all the hard work you've done. Do remember, in the midst of the flush of success, to thank the people who helped you prepare your paper and presentation. Drop a note to your boss, who provided you with the institutional (and financial) support to attend this conference. Send a thank-you postcard from the conference site or bring back a treat for your fellow workers and staff (who put up with you, perhaps even took on extra work, while you were busy with your SESUG responsibilities).

Other things to remember, when you return to your home: Share the results of the presentation; give feedback on the conference to relevant offices and staff and don't forget to update your resume to indicate that you were one of the selected conference presenters this year!

Conclusion: Why We Do This

We have already pointed out some of the benefits to be accrued by participating in the writing and presentation process. Obvious benefits are derived, certainly, by the authors/presenters themselves. When asked what was the best part of presenting a SESUG paper, former presenters responded enthusiastically: "Making contacts with people who are doing the same thing you are, or who are moving in that direction

Benefits derive to the authors/presenters institutions: "We are constantly asked to send information about our project to interested parties at other institutions in Wisconsin and throughout the country. One of the major benefits of writing the SESUG paper has been that we now have the right kind of document to send in response to such requests. If we had not written the paper for SESUG, we would still be responding to these requests with bits and pieces of separate related documents that may or may not fit together very well." (Larry Rubin, University of Wisconsin-Madison)

Benefits also derive to the conference attendees, who are able to select from a broad array of presentation topics to enhance their own knowledge and experience. And, ultimately, it is the SESUG organization itself that benefits. The conference owes not only its success, but its very survival, to the presenters and participants who gather together each year to share their experiences and help each other strive for ongoing success in higher education computing.