Handout and Presentation Guidelines

Transcription

1 Handout and Presentation Guidelines People Retain... 10% of what they hear 20% of what they see 80% of what they become involved in Session handouts and visuals (PowerPoint/Keynote presentations) create more memorable sessions and facilitate learning. The brain takes in information at 500 words per minute yet people speak at only 140 words per minute session handouts and visuals help span that gap. They Provide a change for the audience from just listening. Stimulate interest more easily than words. Offer the audience a different way to absorb information. Aid memory it is far easier to remember a visual explanation than a series of words. Save time information that is presented visually is received and processes faster than a verbal message. Keep the audience focused. The world in which we live increasingly places a premium on design that is both functional and attractive. We expect things to not only work well, but also to look good. This expectation applies to the handouts and visuals (PowerPoint or Keynote presentations) you will offer as part of your program. Handouts and visuals are critical tools to help facilitate participant learning and application. To realize their potential, however, requires thoughtful consideration on your part. Use these tools to repeat and reinforce key points made in the session. Remember that, at any given moment, someone in your session is not paying attention: When they reengage will your visuals help them get reconnected to the material? Repeat verbal instructions for group work in both the handouts and visuals so people don t waste time trying to figure out what they are supposed to be doing. When it comes to presentation handouts and visuals, less really can be more. Do a quick reality check: Are they too visually dense? Do they offer enough contrast in type size and layout? Are your fonts simple, clean, and easy to-read? Do you appropriately use headings, boxes, and other tools to help orient the viewer s attention?

2 Handouts are the most common visual aid. Handouts need not be (only) the PowerPoint slides reproduced. Handouts can include background information, supplemental charts and statistics anything that supports the presentation. If you want your handouts to keep people engaged, use some fill in the blank segments, include headings and key points under which participants can capture more detail, and provide ample white space for writing. If you want people to use references you cite, offer brief annotations as opposed to just listing the author or web site address. Organize the information in a logical order. Number the pages for easy reference and discussion. Include relevant graphics particularly if they are used in the actual presentation. Use simple, clear language throughout; explain any trade or technical terms. Include copyright permission. Omit colored or shaded backgrounds. Consider adding some of the following to provide additional resources, extend the life of your presentation and provide added value to attendees: Graphs Charts Photographs Tip sheets Templates Links to helpful/additional information or websites.

3 PCMA HANDOUT GUIDELINES PCMA s Convening Leaders 2013 is a paperless meeting. For the benefit of our attendees, PCMA requires at least one speaker handout document per session. If the session involves multiple speakers, a single document combining (in logical order) multiple speaker handouts should be provided. Handouts will not be duplicated or distributed by PCMA onsite. Electronic versions of handouts will be available to participants prior to the program and onsite. Deadline In order to insure that handouts are available to participants in advance of the program, please adhere to the following deadline: All handout materials must be submitted through the Speaker Resource Center no later than December 3, Content The PCMA Education team will review all handout submissions and will contact speakers if edits are required. 1. Written course materials are necessary to insure that this program qualifies for CEU credit. 2. All submissions should be in accordance with high professional standards. 3. You are encouraged to include copies of forms that you use in your practice and which may not be generally available. 4. Your written materials and oral presentation must address the published/approved session title, description and learner objectives. 5. Photocopies of articles or other related materials are not permissible unless permission is obtained from the publisher and a permission statement appears on the article. 6. You are encouraged to include a bibliography/list of resources that would be of value to participants and which you recommend for further reference. Format See handout template in the Speaker Resource Center Resources and adhere to the following formatting guidelines when preparing handout materials: Submission: Please submit an electronic copy through the Speaker Resource Center (upload in Presentation Tasks tab) that is PC- compatible and checked for viruses before submission. Length: A minimum of 1 page is required for all sessions. There is a maximum of 10 pages (combined total for all speakers participating in a session). Spacing: All materials should be double-spaced with a 1-inch margin and each paragraph indented.

4 Title/Headings: Include session title and presenter name(s) as published at the top of each page. Main headings should be in bold, subheadings in italics, all in 12 point font. Text: Text shall be in Arial 12 point font, left justified. Biographical Information: Should be contained in a document separate from the handout materials. Information concerning the author(s) should not be contained in endnotes. Endnotes: Explanatory material shall be placed in endnotes numbered consecutively from the beginning of the document. Endnotes shall not be embedded in the text. Please use endnotes rather than footnotes. Endnotes should be in same font/spacing as text. Copyright: Each presenter is required to sign a standard PCMA copyright agreement for his/her submission, granting permission to print the handouts and to archive the presentation. Obtaining copyright waivers, permissions, etc. is the responsibility of the presenter.

5 Visuals (PowerPoint/Keynote Presentations) Visuals should complement your message, not BE your presentation. Use them sparingly and don t overwhelm individual slides with text or data. Creating good visuals is like packing for a trip after you make your best first effort, you have to edit and reduce. Eliminate every unnecessary word so that what remains is elegantly minimal. You want your visuals to provide exactly what session participants need and nothing more! 6x6 Rule No more than 6 words per line. No more than 6 lines per slide. Pictures really are worth a thousand words. Identify the messages you hope to communicate and use photos that will tell those stories. Search online for low cost or royalty free images. Use (with permission) cartoons. Take pictures with a digital camera. Whenever possible replace text with images. Do NOT use clip art - these images are overused and don t have the design power you want your visuals to carry. PCMA will provide PowerPoint and Keynote templates for all presentations. These are available in the Speaker Resource Center Resources. This will eliminate any issues with file types/versions, special fonts, etc. PCMA will provide Mac laptops in session rooms where speakers will be using Keynote for their presentation. Movies We can support any MPEG, flash, AVI, WMV and Quick Time video files. Please remember to compress your videos no matter what format they are in. Your movie will upload faster and load faster during your presentation with no real loss in video quality. Pictures If you use a version of PowerPoint prior to 2008, please be sure any embedded pictures are not TIFF format. These images will not show up in Windows PowerPoint. With PowerPoint 2008 for the Mac, any inserted image will be compatible. DVDs/Sound If you plan to play a DVD or if you require sound amplification from the session laptop computer for any part of your presentation, please indicate this under Session Tasks Confirm Powerpoint or Keynote Presentation Details task in the Speaker Resource Center in advance so the appropriate equipment is in place. Backup Please bring a copy of your presentation on a USB drive or CD with you to Orlando. Copy your PowerPoint/Keynote presentation and all movies (if applicable) to a folder on a USB or CD-ROM. PowerPoint 2010 will embed movies by default, however you should bring the videos separately as backup. Videos/movies should be saved in the same folder with your PowerPoint/Keynote presentation

6 (folder should have session and speaker name). On-Site Presenter(s) should plan to arrive at the meeting location in time to check-in/review presentations and room set at least four (4) hours before your scheduled session. It is imperative to the success of your session that you review your presentation capability onsite and mandatory if you have movies, video or sound within your presentation. Three blogs to visit for inspiration and insight about presentation design: Royalty-free photography sources: