Guidance notes for presenters and session chairs

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1 Guidance notes for presenters and session chairs Thank you for taking part in the conference, whether as a presenter, setting out your work to share with colleagues or as a chair of sessions where papers are presented. Your contributions are very welcome. We are especially pleased with the number of student-led presentations which are part of the programme. We look forward to welcoming you to the conference, which will provide excellent opportunities to hear about work and share practice from across the world. For many attending, there is the additional benefit of presenting and sharing your own work, as a poster, in a workshop or through presenting a paper. To assist those who are presenting at the conference, this document provides guidance as you prepare your contribution. This is set out below. There are even more presenters than at the last International Enhancement Themes Conference and we hope that you will find the guidance useful. We know that some of you will be well used to conference presentations; others will be relatively new to this. The guidance aims to help you with your initial thinking but also the presentation on the day. Guidance for poster presenters... 2 Planning your poster display... 2 Displaying your poster... 2 Presenting your poster... 3 Copyright... 3 At the end of the conference... 3 After the conference... 3 Questions... 3 Guidance for workshop presenters... 4 Preparing your workshop... 4 Presenting your workshop... 5 File format and naming convention... 5 Guidance for Full Paper Presenters... 6 Preparing your paper (staff-led papers)... 6 Preparing your paper (student-led papers)... 6 Preparing your presentation... 7 File format and naming convention... 8 Presenting your paper... 8 After the conference... 8 Guidance for Chairs of Paper Presentations... 9 If you have any questions about your presentation, please contact us at

2 Guidance for poster presenters Posters provide opportunities for presentation of developments, innovations and practice. They allow work to be set out in a designed way while combining this with the informality of face-to-face discussions. Poster proposals have been peer reviewed and accepted under the broad headings of the conference tracks (www.enhancementthemes.ac.uk/themes-conference/conference-tracks): Approaches to transitions Empowering students through transitions Transitions - into higher education - relating to placements/work experience - into employment - into research and further study - relating to specific disciplines International aspects of transitions Quality enhancement: national approaches Enhancement descriptors/evidencing impact Planning your poster display Posters and exhibition stands will be set up throughout the conference centre. Each poster will be allocated a board which is 2 metres tall by 1 metre wide. These boards are double-sided; each poster will be allocated one side of a board. The recommended size for your poster is A0 (84.1cm x 118.9cm). Posters from the same track will be grouped together. The look of your poster board: How will you make your poster stand out? How will you set out the information to communicate your main points? You may display one large poster or a series of smaller ones in the space available to you. Plan how you will use the board: having a trial run of setting out your display before the conference can help you see what works best. Is there a sequence in which the material should be viewed, or can delegates start anywhere? This may affect how you set out your board. Do you want to include details of how to contact you for follow-up discussion/further information? Consider leaving business cards, or notes with your contact details, for delegates to take away. Would a short handout be useful? You could provide these in a pocket on your board, attached with Velcro or drawing pins/tacks Displaying your poster Your poster will be allocated to one side of a display board. There will be a note on each board at the start of the conference, indicating where each poster should be displayed. Please put up your poster as soon as you have registered on the first morning. You may use drawing pins/tacks or Velcro-type attachments to attach your poster to the board. You should bring the poster and drawing pins/tacks or Velcro-type attachments with you. Your poster should remain in place throughout the conference. There are poster sessions during the conference (see below), but for most of the conference, your poster will speak for itself. 2

3 Try to make the content self-explanatory for most of the conference, you will not be there to explain the context. Consider your choice of font and its size: make it easy for your readers who will be standing looking at the board. Breaking up sections of text can make it easier to read and understand: headings using a larger font can help to guide readers through your material. Do sections need to be read in a particular order? If so, consider numbering these. Try to keep lines and sentences relatively short. Avoid jargon. If you use acronyms or abbreviations, ensure that these are explained/expanded within each section (especially if your material does not need to be read in a particular order). Consider using a diagram or illustration to summarise (or replace) text. Consider using colour in headings or through the use of diagrams or images. If you use photographs, images, etc, or other copyright material please ensure that you have permission (see below). Presenting your poster Posters will be on display throughout the conference for delegates to view. In addition, there are informal poster sessions during the conference when poster presenters will be expected to be available at their posters to engage with interested delegates. How will you introduce yourself in an international audience? Think about how you will explain succinctly what your poster is about. Remember to provide a context for readers/audience. Avoid jargon and acronyms. How does your poster link to the conference tracks? Copyright Please include only photographs, images, copyright material or any substantial quotations from other people's work for which you have permission from the subject, copyright holder or author to include. At the end of the conference Please remove your poster and any other display materials at the end of the conference. Any materials left at the end of the conference, will be disposed of. The conference organisers cannot send posters or other materials back to authors. After the conference If you would like your poster to appear on the Enhancement Themes website after the conference, then please send it electronically (as one file) to Questions If you have any questions, please contact us at 3

4 Guidance for workshop presenters Workshop sessions should engage conference delegates in an open and constructive dialogue addressing current issues pertinent to key themes of the conference. Workshop proposals have been peer reviewed and accepted for their potential to stimulate discussion and each aligns to one of the conference tracks (www.enhancementthemes.ac.uk/themesconference/conference-tracks): Approaches to transitions Empowering students through transitions Transitions - into higher education - relating to placements/work experience - into employment - into research and further study - relating to specific disciplines International aspects of transitions Quality enhancement: national approaches Enhancement descriptors/evidencing impact Preparing your workshop Workshops will last for 60 minutes. Delegates will choose workshops according to the abstract you provided, so it is important that you present and lead discussion on that topic. Workshop rooms will be set up cabaret style and have projection facilities by way of a laptop (with internet access) and projector. A microphone will be available. Presentations: we have been advised by the venue that presenters should avoid using Mac software and that, if you plan to deliver an electronic presentation, you should use PowerPoint. We ask that you use the attached PowerPoint template for your presentation. Please use the second slide, copied, for the content of your presentation. You may like to include your contact details in your final slide if you would like delegates to contact you after the conference. o In order to deal efficiently with the large number of presentations taking place during the conference, we request that you send us your presentation in advance of the conference. o Please ensure that your presentation is with us by the end of Friday 29 May. Please send it to This will ensure that we are able to have these uploaded to the venue s system in good time. Please use the naming convention outlined below. o There will be staff in the Presentation Drop-off Room (on the upper level of the conference centre it will be signposted) throughout the conference to receive presentations. You may also visit this room if you wish to make minor adjustments to your presentations in good time before your session. There will not be time to load up a presentation during the session. o Bring a spare copy of your presentation on a memory stick. o The proposer(s) will lead the workshop. No additional chair will be provided. Handouts: if you would like delegates to have papers for your session, you can arrange this by: o bringing paper copies with you to the conference (max you would need is around 40 copies). o providing files for posting to the website for delegates to print. If you would like to do this, please send any files to us at before Friday 22 May 2015 to ensure they will be available online in time for the conference. Any 4

5 received thereafter will be uploaded, but we cannot guarantee this will be in time for the conference. o providing files after the conference for delegates to access later. o In all cases, please use the naming convention outlined below. Finally, while every effort is made to ensure that the IT arrangements work, please consider how you would run your session if there were to be a technical hitch on the day have a back-up plan! Presenting your workshop Delegates will be free to choose which breakout sessions they would like to attend. It is expected that delegates opting for a workshop session will remain in that session throughout, and that there will not be delegates joining the session once it has started. Workshops take place in parallel with other workshops and paper presentation sessions. Feedback from previous conferences has shown that workshop participants: strongly favour workshops which have considerable delegate participation. want to take away practical ideas from workshops, as well as contributing to discussions. There is a fine balance to be struck here! It is recommended that workshop presenters: spend no longer than around 10 minutes on a formal presentation. allow over 40 minutes for workshop activity (for example small group activities or discussion). consider the practical ideas that participants can take away. File format and naming convention Many papers and workshops will be presented during the course of the conference, and in order to ensure that the correct files are provided for each session, we have developed a naming convention for presenters. Please use the convention below when sending on presentations or handout material; this will allow the conference venue IT staff to have your presentation on the correct laptop, in the correct room, at the correct time. Workshop presentations: using the conference PowerPoint presentation template, please use the following naming convention: workshopnumber_surname_presentation An example of a presentation for breakout session 4 would be 04.6_Lewis_presentation. Workshop handouts: these can take a number of forms, Word documents, PowerPoint files or PDFs. Using a similar approach as that for the presentation, please use the following naming convention: workshopnumber_surname_handout. An example of a handout for the workshop above would be 04.6_Lewis_handout. 5

6 Guidance for Full Paper Presenters These chaired sessions will allow presenters to talk about innovative practice or present a case study in a short time, with a brief question and answer session at the end. Paper presentations have been peer reviewed and accepted under the broad headings of the conference tracks (www.enhancementthemes.ac.uk/themes-conference/conferencetracks): Approaches to transitions Empowering students through transitions Transitions - into higher education - relating to placements/work experience - into employment - into research and further study - relating to specific disciplines International aspects of transitions Quality enhancement: national approaches Enhancement descriptors/evidencing impact All papers presented at the conference must be submitted by Friday 24 April Preparing your paper (staff-led papers) The full text of your paper should be ed to by Friday 24 April to ensure that these will be available on the conference website before the event. Any author who has difficulty in meeting this deadline should contact the conference organisers at at the earliest possible opportunity as failure to submit the paper by the deadline without prior agreement will result in the presentation being removed from the conference schedule. All submitted papers will be included, unedited, in a post-conference publication. It should be noted that papers that are not presented will not be included in the postconference publication. Details about the structure, length and style of papers can be found here. A Word template can be found here. First Author Biography: When submitting your paper, please provide a very short bio (couple of lines) of the first author. This information will be passed on to the session Chair. Paper Naming Convention As we will be receiving a huge number of these papers, we have developed a naming convention. Please use the naming convention: presentationnumber_surname_paper An example from session 1 would be _Meharg_paper Preparing your paper (student-led papers) Student-led paper authors have the option of following the guidance above, or providing an outline of their presentation in a different form. In any case, we would ask for: o a full paper, following the guidance above for staff-led papers or 6

7 o an outline of the presentation as a short paper or o a self-explanatory PowerPoint ed to by Friday 24 April to ensure that these will be available on the conference website before the event. o Whatever the chosen form, the resulting file needs to set out what is in the presentation and be a stand-alone file which readers accessing after the event will understand. Any author who has difficulty in meeting this deadline should contact the conference organisers at at the earliest possible opportunity as failure to submit by the deadline without prior agreement will result in the presentation being removed from the conference schedule. All submitted student-led papers/outlines/self-explanatory PowerPoint files will be included, unedited, in a post-conference publication. It should be noted that papers that are not presented will not be included in the postconference publication. First Author Biography: When submitting your paper/self-explanatory PowerPoint, please provide a very short bio (couple of lines) of the first author. This information will be passed on to the session Chair Paper Naming Convention As we will be receiving a huge number of these papers, we have developed a naming convention. Please use the naming convention: presentationnumber_surname_paper An example from session 1 would be _Meharg_paper If you are submitting a PowerPoint rather than a paper, please replace paper with powerpoint. So an example would be _Meharg_powerpoint Preparing your presentation Please ensure that your presentation is with us by the end of Friday 29 May. Please send it to This will ensure that we are able to have these uploaded to the venue s system in good time. Please use the naming convention outlined below. Presentations: we have been advised by the venue that presenters should avoid using Mac software and that, if you plan to deliver an electronic presentation, you should use PowerPoint. We ask that you use the attached PowerPoint template for your presentation. Please use the second slide, copied, for the content of your presentation. You may like to include your contact details in your final slide if you would like delegates to contact you after the conference. Your paper is allocated to a group of presentations in the same conference track. You have 20 minutes in which to present your paper AND to take any questions from the audience. Please plan accordingly. You may wish to consider limiting the number of slides in your presentation. Delegates will choose presentations according to the abstract you provided, so it is important that you present what is in your abstract. Paper presentations will run in parallel with other presentation tracks, and workshops. Projection facilities by way of a laptop (with internet access) and projector will be provided. 7

8 Bring a spare copy of your presentation on a memory stick. The room will be set up theatre style. A microphone will be available. While every effort is made to ensure that the IT equipment will work, please consider how you would present your paper if there were to be a technical hitch on the day have a back-up plan! File format and naming convention Many papers and workshops will be presented during the course of the conference, and in order to ensure that the correct files are provided for each session, we have developed a naming convention for presenters. Please use the convention below when sending on presentations or handout material; this will allow the conference venue IT staff to have your presentation on the correct laptop, in the correct room, at the correct time. Presentations: using the conference PowerPoint presentation template, please use the following naming convention: presentationnumber_surname_presentation An example of a presentation for breakout session 1 would be _Meharg_presentation. Presenting your paper These sessions will mainly be presentational, rather than interactive, although it is vital to ensure that the presentation itself does not take up the whole time: the 20 minute slot includes introductions and questions from the audience as well as the presentation. Paper presentation sessions will be chaired to allow for continuity. Chairs will keep strictly to time to give all speakers the allocated time and to ensure that all sessions run in parallel, allowing delegates to move between different conference track sessions. An electronic timer will be provided to assist the chair. The chair will stop presenters when they reach the end of their allocated time you have been warned! Please practice your presentation to ensure that you can deliver it, and allow for any questions from the audience, within 20 minutes. We suggest that you bring a back-up copy of your presentation on a memory stick. Full papers will be available on the conference website but will not be provided in the conference pack (please see After the conference below). Feedback from earlier conferences suggests that: Delegates like presenters to talk with the audience, not read out the slides. Slides with dense text do not engage audiences. Delegates value having time to ask questions, so ensure you end with enough time to spare. It is anticipated that delegates attending paper presentations may move between different sessions in the course of a break out session, as papers are presented in different conference tracks. Be aware therefore, that there is likely to be some change in the audience at the start of papers and at the question and answer time at the end, as delegates move between tracks. After the conference All presented papers will be included, formatted but unedited, in a post-conference publication. It should be noted that papers not presented will not be included in the postconference publication. 8

9 Guidance for Chairs of Paper Presentations Chairs of Paper Presentation sessions are invited to attend a short briefing meeting for Chairs on any of the three mornings of the conference details will be circulated nearer the time. These meetings will be run by a member of the Conference Working Group. The papers presented in each session will all be linked to one of the conference tracks: Curriculum innovation Achieving curriculum change Internationalisation of the curriculum Impact of national policy on quality enhancement Teaching postgraduate students Supporting enhancement through quality processes Collaboration in curriculum development, including staff-student, inter-institutional and interdisciplinary Empowering staff Empowering students Papers will be staff- or student-led presentations. You have been asked to chair a parallel session which will comprise a small number of 20 minute papers. The 20 minutes allocated should include any brief introduction by you and time for any questions from the audience. Occasionally, there may be papers or presentations allocated 40 minutes; these will be clearly indicated in the programme or other information given to you. Biographical information provided by the main or first speaker will have been sent to you before the conference please ensure that you bring this with you, as this should assist with introducing each speaker to the audience. Delegates will be free to move between paper presentation parallel sessions, so it is very important that the sessions run to time. To assist you with this, there will be an electronic timer in each room. You will be shown how this works at the briefing meeting. If your session has free slots, these will generally come at the end of the session. The time can be used to continue question and answers with those who have presented papers; to continue discussion; or to allow delegates an early finish. The decision is left to the discretion of the Chair. If any free slot occurs in the middle of a session, please do not move the remaining presentations up someone may be coming to join these later presentations from another room and is depending on papers being presented at the times advertised. 9

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