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Presentation Guidelines
On this page you will find important information relating to your presentation within the official program.
Important notice: please ensure that you read and understand the relevant code of conduct below. It is expected that all speakers and chairpersons adhere to these during the congress.
Checklist
Use this handy checklist when preparing your presentation.
Guidelines
Oral presentations
This information is for all oral presentations. These guidelines include instructions on how to prepare your presentation.
It is important that you read and understand these guidelines while preparing your presentation.
Presentation template
Presentation length
PowerPoint files
Movies and sound files
Loading your presentation
Session information
Speakers preparation room
What to do on the day of presentation
Presentation template
It is recommended that all oral presenters use the official presentation template (see “Checklist & Deadlines”) when preparing their presentation.
This template is already in the 16:9 ratio for you.
Instructional course presentations please note:
When preparing your presentation for your instructional course – ensure it is short, sharp and a “how I do it” approach to the topic/technique you are showcasing.
These are not meant to be lecture style presentations – but more of an informative “my approach/how I do it” forum to exchange ideas!
Presentation length
Please refer to your notification letter for your presentation length.
PowerPoint files
All users of Mac (Apple) hardware need to ensure before they leave home that the files are compatible with PC hardware. It is expected that presenters will use Microsoft.
Other compatible software includes:
- Office programs (Word, PowerPoint, Excel, Access, Outlook)
- Windows media player
- Quick time
- WinZip
- Adobe Acrobat
- Flash Player
Please let us know immediately if you use a Mac (Apple) system.
Movies and sound files
If you have movies or sound files in the PowerPoint presentation please embed them and test that they work correctly in presentation mode.
To ensure a complete and effective presentation every time here’s what to do:
- Create a folder for your presentation
- Place or copy every file that is used in the presentation in this folder. This will include all pictures, movies, sounds or any files that are used in the presentation
- Now re-create any links so that they access this presentation folder (insert, movies and sounds, from file). Remember to resave the presentation
- Another advantage of this approach is that you have access to the original files such as video clips etc in the event of PowerPoint problems
Loading your presentation
All speakers are required to pre-load their presentations at the speakers preparation room at least 3 hours prior to their session commencing.
All presentations will be networked to the presentation rooms; therefore you need to ensure your presentation is loaded prior to your speaking time.
It will not be possible to use your own laptop or USB for your presentation.
Session information
Your presentation will be given live, in-person. Questions from the audience will be moderated by the session chair and distributed verbally to speakers.
You are required to be available for the duration of your session and to participate in the live Q&A.
Speakers preparation room
Please check in at the speakers preparation room well in advance of your presentation (at least 3 hours prior to your session commencement).
Your presentation will be checked, then loaded onto the network, and will be available in your assigned session room.
Speaker preparation opening times
Wednesday 8 March – closed
Thursday 9 March – 0800 – 1700 hours
Friday 10 March – 0730 – 1700 hours
Saturday 11 March – 0730 – 1700 hours
Sunday 12 March – 0730 – 1330 hours
What to do on the day of presentation
Please follow the below checklist to ensure you are ready for your presentation!
- Make sure you have loaded your presentation in the speakers preparation room
- Be in your assigned session room at least 20 minutes prior to your session commencing
- Ensure that you are seated at the front of the room (front row near lectern or at head table depending on number of speakers in your session)
Speaker Code of Conduct
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Guidelines
Chairperson guidelines
This information is for all main program session chairpersons. These guidelines include instructions on how to prepare and manage your assigned sessions.
There will be both in-person and virtual delegates therefore it is important to note what you should do to engage both audiences.
What can I expect on the day
What if I need help?
How will Q&A work?
What is expected of me as chairperson?
What can I expect on the day
The session room will be setup and ready for your session when you arrive. At the front of the room there will be a head table for two.
The chairpersons will sit at the head table and manage the session from there. From the stage, the chairpersons will see a foldback monitor in front of them which will show what is on the screen – the PowerPoint presentation and anything that is taking place on the projector screen behind them. You will not need to turn your head to see the content.
Speakers in the session should sit in the front row where the reserved signs will be located and will come up to the lectern to present/answer questions.
What if I need help?
In all session rooms, there will be an AV technician who will be able to answer any questions you may have.
There will also be an AO ORL-HNS representative available between the different concurrent rooms to assist.
How will Q&A work?
Questions from the audience will be collected via the virtual platform.
It is the chairperson’s responsibility to ensure that they are checking the virtual platform for any questions asked.
Chairpersons will have access to a tablet to assist with their role during the session. This tablet will show the following information:
- Session information including the title of the session, speaker names, presentation titles and presentation lengths
- Any questions submitted through the virtual platform
Your tablet will be connected to the internet and any updates to your session will automatically be made on your tablet – it will be important to refresh this regularly.
The speakers will not be able to see the questions, so please read the questions out and direct to the appropriate speaker.
Important note: if an in-person audience member calls out a question whilst seated, you must repeat the question so that the virtual audience can hear the question. Virtual delegates and speakers will only hear what is coming through a microphone, please remember this when Q&A is in progress.
What is expected of me as chairperson?
The chairperson is expected to manage the session, and this includes but is not limited to the following actions:
- Introduce the session
- Introduce the speakers (biographies are not necessary due to time constraints, full name and presentation title is sufficient)
- Facilitate Q&A through the virtual platform
- Ensure the session runs to time and does not exceed the allocated time
- Close the session and thank speakers/audience
As AO ORL-HNS 2023 is a hybrid congress – it is important when chairing your session that you acknowledge both the virtual and in-person participants. Try to make the session inclusive of everyone attending.
For example, when welcoming everyone and introducing the session – be sure to include the virtual participants and regularly look into the camera at the back of the room when addressing virtual speakers or delegates.
Chairperson code of conduct
All chairpersons who participate also agree to abide by the code of conduct outlined here.
Code of conduct
Fostering an inclusive session
Responding to unacceptable behaviour
Operating with respect
Examples to call out behaviour
Code of conduct
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Ut finibus lorem id hendrerit eleifend. Cras dapibus vehicula efficitur. Aliquam erat volutpat. Fusce at blandit augue. Sed sed convallis ex, vel gravida elit. Proin auctor eleifend tincidunt. Sed rhoncus ut tortor sed aliquet. Nullam semper a lectus eu ultrices. Suspendisse vitae dui eget turpis sollicitudin ultricies quis sit amet nulla.
Fostering an inclusive session
Introducing speakers
- Analyses of speaker introductions shows gender and CALD bias.
- Males are more likely to be introduced by their full name and title (e.g. Professor Mark Marks) and females are more likely to introduced by their first name (eg Jane instead of Profession Jane Janes).
- Introduce all speakers in the same way, with their full name. Prior to a session, meet the speakers and check the pronunciation of their name.
- Stick with professional information and don’t make reference to the speaker’s gender, appearance, age or status as a parent.
Who gets to ask the first question?
- A recent study showed that if a senior male delegate is invited to ask the first question, very few other delegates will ask questions.
- If a junior or female or less well-known delegate is chosen to ask the first question, the threshold for others to participate is lowered and a richer session results.
Time Keeping
- Ensure all speakers comply with their allocated time.
- Women and speakers from CALD backgrounds are more likely to stick to time and are more likely to be asked to shorten their speaking time following another speaker’s over run.
Responding to unacceptable behaviour
If in doubt call it out
It can be very difficult to respond in the moment to inappropriate conduct. This can be due to shock, a natural reticence to avoid conflict or uncertainty about the interpretation of the conduct.
It involves moderating the behaviour of others, when we would prefer people self- regulate.
Be aware that “humour” is not an excuse for discriminatory or offensive behaviour.
Calling it out in the moment, with respect, is more effective than action taken later. A simple “that’s not ok” in the moment, may be all that is needed.
As a session chair, the congress convenors support you in calling out inappropriate conduct.
Operating with respect
Outlined below is a resource that you may find useful: the RACS Operating with Respect course.
There is an expectation and an obligation to be accountable for our culture- if we allow, permit, aid, foster, encourage, reward or incite unacceptable behaviour, we are condoning such behaviour.
We all have a moral and professional obligation to do something to address instances of unacceptable behaviour. Ultimately, we want a culture where unacceptable behaviour is infrequent, where people speak up, where it’s ok to speak up, where it’s ok to acknowledge that we transgressed in our behaviour and where there is opportunity to amend our behaviour.
Ensure your approach is:
- Unambiguous: that is not ok, that does not fit with the conference code of conduct
- Respectful and collegiate
- Focused on behaviour not the person (“that is not ok” rather than “You are not ok”)
- As objective as possible (you can write down the comment verbatim or describe the behaviour)
- Non-judgmental of the intent or the person,
Examples to call out behaviour
- That’s not acceptable, let’s move on.
- That’s not ok, please move on from that slide.
- Thanks for your comments, we need to move on and I will invite others to contribute now.
- I don’t think those comments fit with our conference code of conduct. Let’s move on.
- Those comments could be interpreted as discriminatory. Is that what you meant?
- Yes, we are about freedom of intellectual expression, but discrimination is unlawful.
- Let’s operate with respect.
- I feel uncomfortable with these comments. Can we move on.
Guidelines
Poster presentations
This information is for all digital poster presentations. These guidelines include instructions on how to prepare your digital presentation. There will be digital poster viewing stations available at the congress venue.
All posters will be visible for the duration of the congress, there is no set date/time for poster viewings.
Digital poster presentations must be submitted prior to the congress, please ensure you read the guidelines carefully.
Submission deadline
Presentation template
Poster quality assurance
Poster Information
Submission deadline
The deadline to upload your presentation is: Friday 10 February 2023.
Before submitting your poster ensure the following:
- Your poster is saved as a PDF document
- You have renamed your poster in the following format: last name_paper number_poster
- You do not have any blank slides still visible or that you have only used maximum of two (2) slides
Important
Before uploading ensure the file is labelled:
last name_paper number_poster
Your paper number can be found on your notification letter.
Presentation template
It is recommended that all poster presenters use the official presentation template (see “Checklist”) when preparing their presentation.
This template is already in the 16:9 ratio for you.
Your digital poster should be a visual representation of your work and should have a maximum of two (2) slides.
Poster quality assurance
To ensure that all submitted digital posters are of appropriate congress quality, all submissions will be quality checked. Should there be any inconsistencies your presentation will be returned to you.
Inconsistencies can include:
- Text is not readable i.e. too small or too large
- Text has been placed over the top of congress branding within the template
- There is no presentation title or lead author information included
Poster Information
Your poster presentation will be available on the poster viewing stations for the duration of the congress. Attendees will be able to submit questions via the congress app.
We encourage you to regularly log into the congress app once the congress starts to check if any questions are submitted for you.
Program enquiries
Program Manager c/o MCI Australia
For all questions and enquiries about abstracts, speakers and program information.
- Location
- Phone
- program@email.com
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Space Industry Association of Australia (SIAA) acknowledges the Aboriginal and Torres Strait Islander peoples as the first inhabitants of the nation and the traditional custodians of the lands where we live, learn and work.
ACKNOWLEDGEMENTS
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