Presentation Guidelines
Planning
Referencing SAS Institute,
Inc.
Handouts
Your
Presentation
Questions
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SESUG Logo by Kelley O'Stanley Designs
SESUG provides these guidelines to help you plan, write, and execute
your SESUG presentation.
If you will not be able to attend SESUG as scheduled, notify your
section chair immediately. Try to arrange for someone else to present
your paper.
An online projector, overhead projector, lavaliere microphone, podium
microphone, light pointer, and one screen are standard equipment in
every meeting room.
Planning Your Presentation
Be sure you are familiar with the SESUG policies outlined in SESUG
Guidelines for Participation on page 24 of the Registration
Booklet.
Prepare your presentation early.
Check with your section chair if you are unsure of the time allotted
for your presentation. Contributed papers should be presented in
twenty minutes, which includes answering questions. Invited
speakers have fifty minutes total.
Keep in mind that a regular, double-spaced, typed page takes two to
three minutes to present.
State your message in a twenty-word telegram. This will help you
organize your thoughts and keep your presentation on target.
Know your audience. Are you addressing experts or novices? Address
them in language they can understand. They will remember your
message longer.
Reinforce key ideas from your message with slides, charts, or graphs.
Plan your slides first; then write your paper.
Use slides as headings and subheadings to guide your audience. Your
speech carries the message; your slides enhance it.
Scale your visuals for presentation in a large hotel conference room
that seats about 300- 500 people.
Referring to SAS Institute,
Inc.
Be sure you use the Institute’s trademarks correctly. You should
follow the Institute’s trademark guidelines in your presentation,
slides, and handouts as well as in your written text for the
Proceedings.
Never refer to the company as SAS. Instead, use SAS Inc. or SAS
Institute. When referencing the company more than once, you can say
the Institute after the first mention.
Never refer to the product or company as S-A-S, pronouncing each
letter. Instead, the name is simply one syllable and rhymes with
"lass."
Guidelines
and Procedures for Presentations, Papers, Visuals, Posters, and Handouts
Never say that the letters stand for Statistical Analysis System. SAS
is not an acronym for anything.
Use the correct product names, training course titles, manual titles,
and so on. Do not abbreviate: for example, do not say FSP User’s
Guide or FSP UG, instead say SAS/FSP User’s Guide.
Preparing Your Presentation
Include an opening, a body, and a conclusion in your paper. If you do
not get the audience’s attention early, many people will get up
and go to another session. Your opening should be concise and your
purpose clearly stated. Do not include any
"alpha-bet soup" (acronyms for hardware and software
products and systems) that may discourage newer users.
Prepare notes for your talk that complement your slides—do not
repeat what is contained on the slides. The audience can read
slides silently faster than you can read them orally.
Prepare two camera-ready copies and a PostScript file of your paper
according to the guidelines in Section IV, Preparing Your Paper for
the Proceedings on page 25 of the SUGI guidelines for paper
presentations. Note this document is available from SAS Institute’s
web site or contact me for a copy.
Mail your signed Permission to Publish to SESUG. See Deadlines for
above for the deadline.
Use handouts to supplement your oral presentation. Handouts should not
be photocopies of your camera-ready paper, but rather they should
show source code, macros, and/or printouts not appropriate for
slides.
Do not depend on handouts to support you, and do not read your speech.
If you want your audience to have something to follow while you
talk, give them an outline of your major points with space under
each topic where they can take notes. This type of outline is good
for you to follow in making your presentation: it keeps you on track
without tempting you to read your speech.
Hold the audience’s attention by asking questions about a slide and
then explaining the answers.
Use simple English. Your audience will grasp your message more
quickly.
Repeat key points often; remember your audience is listening to your
speech, not reading it.
Make clear transitions between topics to avoid confusion.
Use statistics and numbers wisely. They can be important factors in
making a point, but should not be used to confuse the issue. Too
many statistics can cause people to forget the important numbers
you want them to remember.
Focus on the problem, your approach, and the results of your
experience. Point out how your techniques can be used for other
applications.
- Place your paper in a historical context. Give credit to previous
authors who have dealt with related topics at previous SESUG
conferences or elsewhere.
- Conclude your presentation by reinforcing your opening theme. Answer
any questions you raised in your opening, and repeat any basic
thought you want your audience to remember.
- Use a final closing slide to help you sum up main points.
Preparing Slides and Visuals
Follow the SAS Institute’s trademark and logo guidelines. (Refer to
Trademark Guidelines on page 15 in Section II, Guidelines for
Writing Your SESUG Paper. Again, this document can be found on SAS
Institute’s web site.)
Use a mixture of word slides, flow charts, and output. Images such as
screen captures can be used to show the product’s application in
the workplace.
Limit the text in your presentation to the main concepts. The text
should summarize in a few words what you present verbally. Use only
graphics relevant to your topic that help convey your message.
Be sure slides will be legible from the back row of a meeting room
that seats about 300- 500 people. One way to simulate how your
slides will appear during a SESUG presentation to the audience
sitting in the back of the room is to step back about 12 feet from a
12 inch laptop display or about 15 feet from a 14-15 inch CRT on
which your slides are being displayed.
Computer printout is too small to be seen clearly in a large meeting
room. Use a handout
Instead of a slide, or break the material up and show it in several
slides.
Avoid vertically (portrait) mounted slides. They often bleed off the
top or bottom of the screen.
Using Slides and Visuals
Keep the attention of the audience by using only one idea per slide.
If you’re planning to use PowerPoint slides, be sure to bring a
back-up diskette and back-up hard copy transparencies of your
slides.
If you’re planning to use 35mm slides, let your section chair know
as soon as possible.
Normally, 35mm slide projectors are not provided as standard
equipment. Carry your slides with you on the plane, and pack a
duplicate set of slides in your suitcase. Plan to take your own
carousel with you to the conference. (Your slides can slip in their
mounts if you carry them in the carousel. It would be better to
load them into the tray after you arrive.)
Limit the information on charts to the most important facts. If a
chart must be on the screen for several minutes, it is too
complicated to see or understand.
Try to use one slide per minute. There is not a required number of
slides to use for a presentation; however, this is a good rule of
thumb.
Practicing Your Presentation
Practice your speech aloud, speaking clearly and distinctly. Remember,
how you say it is just as important as what you say.
Practice your presentation in a training center or classroom using the
equipment you plan to use.
Time your presentation. Be sure not to go over the time allotted for
your speech. Allow for the loss of at least one minute of your time
for being introduced.
Memorize the opening and conclusion of your presentation. The opening
and the conclusion are critical, especially if you will be using
slides for the body of your presentation.
Practice your presentation in front of coworkers. Ask for feedback,
both positive and negative.
Videotape your presentation, if possible, to see where you may need to
polish your delivery.
Preparing for Your Presentation at SESUG
Attend the Paper Presenter Meeting. At that time, you will meet your
section chair and session coordinator, receive final instructions
for your presentation. While at this meeting, inform your section chair
and session coordinator of your hotel and room number.
Make sure you know exactly when and where your presentation will be,
and arrive ten minutes ahead of time (or at least at the beginning
of the session). Let the session coordinator know you are there.
If you are using 35mm slides, set them up before you arrive. Give your
slides to the session coordinator running the projector as you
arrive. Check that your slides are in the proper order and not
upside down or backward.
Practice your talk in the Speaker Rehearsal room. Check your program
for location.
Practice putting the microphone around your neck before your session
begins. Make sure you are comfortable using the mike. Ask someone
to listen to your voice.
Practice speaking loudly and slowly enough to be heard in the back of
the meeting room.
Use a pointer to focus on something in particular on a slide. Make
sure you have a pointer before you begin; the screens are large.
Remember that the session coordinator is there to help you. For
example, the coordinator will turn the projector on and off, dim
the lights, and so on.
Making Your Presentation
Stand at the podium if possible. This allows the audience a clear view
of both the screen and you. If you are using overheads, make plans
to have an assistant (session coordinators can help if necessary)
display your overheads for you. A remote control for the 35mm slide
projector will be available at the podium.
Begin by thanking the moderator; then go directly into your prepared
introduction. At this point, you will probably be nervous, so do
not try anything candid or spontaneous. You may be embarrassed
unnecessarily. Only say what you are prepared to say.
Stay aware of the time remaining during your presentation (the
moderator will assist you). The moderator will stop your
presentation when the allotted time is used. You will not be
allowed to continue beyond your allotted time.
Keep your audience in mind. Address them as you, and include them in
your comments as often as possible.
Do not turn around and read your slides to the audience. First, they
can read themselves, so whatever rapport you have established with
them you will lose very quickly. Second, if you turn around it
appears as if what is on the slide is a surprise to you. Finally,
turning your back decreases the audience’s ability to hear you.
Thank your audience for their attention when concluding your
presentation, and leave about five minutes to answer their
questions while you are at the podium.
Stay for the entire session, both for courtesy and accessibility. In
many of the sessions, a discussion period is allowed at the end of
the session for extended questions on any of the papers.
Answering Questions
about Your Speech
Allow about five minutes to take questions from your audience. You do
not want to quit talking and leave; an exchange of questions and
answers makes you appear more knowledgeable of your subject.
Try not to be nervous. All speakers get questions from their
audiences, and you should take it as a compliment that your
listeners want to know more about your ideas. Make sure that you
appear open, your voice does not sound defensive, and your arms are
not crossed in front of you. These signals tell your audience that
you do not want to talk to them. Be natural.
Do not interrupt questioners before they finish their questions.
Listen carefully; some-times your answer does not have to be
anything more than a yes or no and a short explanation. Give
questioners the benefit of the doubt and treat them with respect.
Repeat the questions you receive for everyone to hear. This benefits
the entire audience and gives you a few more seconds to mentally
prepare each answer.
Do not bluff if you do not know the answer to a question. The audience
will sense that you are uncomfortable. Simply say that you are not
able to answer that question right now, but offer to take the
person’s name and number after your presentation so that you can
reach him or her with the answer later. Be congenial and open; the
audience will respect you much more.
Linger a few extra minutes (at the back of the room) after stepping
down from the podium to be accessible for more questions and to take
the names and numbers of people to whom you promised a reply.
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