Presenter Guidelines

 

Grand Rounds
...Presenter Guidelines

 

 

PowerPoint Guidelines:
  • Use a simple PowerPoint template in landscape format
  • Use a dark print with a plain background or light print and a plain dark background.
  • Many presenters use a dark blue background and find it effective.
Allow for a 1-inch margin on all borders
  • This will ensure that the entire presentation will be visible on-screen
Limit the number of words per slide
  • Try to limit your content to no more than 5 bullets of information per slide.
  • Use brief phrases instead of sentences.
  • Employ a parallel language structure for your bullets.
Keep graphics simple
  • Use simple bold tables like pie charts or bar graphs.
  • Avoid complex tables and scatter plots.

Select a consistent, simple, clear and bold font

  • Try to use at least 30-point font for text and 44-point font for headings.  Recommended fonts are Arial, Tahoma and Verdana.
  • Avoid italics.
  • Use lower case for text.

Avoid animations and special effects

  • Use a simple slide transition and avoid sounds, fly-ons, and fade-ins.

Other best practices

  • State objectives of presentation at the beginning of the presentation.
  • If possible, send a copy of the presentation to the event coordinator for distribution to participating sites.  Some of the participating sites only have a small screen television on which they will see the presentation, and it helps if they have access to a hard copy of the presentation which they can follow easier.
  • At least two weeks before the event, notify the event coordinator what audiovisual equipment will be needed for your presentation.
  • Have a second medium available in case you encounter a technical difficulty (i.e. a hard of the presentation, either on cd or on a USB key).
  • Include citations for all reference materials you mention in your presentation.
  • Generic names should be used rather than trade names on all presentations and written materials.

Respect patient privacy

  • When presenting, remember to avoid mentioning any information that could violate the privacy of a patient (i.e. patient name, name of hospital, etc.).  The session must be conducted in a manner which complies with FIPPA Guidelines.

Event Preparation

  • Arrive early (15 to 30 minutes) to review your presentation and visual aids and to organize placement of any equipment you will be using.
  • If you have an Apple MacIntosh laptop computer, remember to provide your own connector key to connect to Windows operating systems.
  • Remember to provide the coordinator/host with an electronic copy of your presentation and/or any handouts for distribution three days prior to the videoconference.  If the event organizer and the coordinator at the host site are different people, the organizer will also require these same documents at least three days in advance.
  • Provide the event organizer/coordinator with an updated copy of your biography for the purpose of introduction by the moderator.
  • Avoid wearing whites, for example laboratory coats, and brightly patterned or shiny clothing.
  • Plan to start and end your session on time.  For the Oncology Grand Rounds, we aim to provide a 10 to 15 minute question and answer time at the end of the presentation.  The total time allocated for this session is 60 minutes.  A moderator will moderate the Oncology Grand rounds and assist in the Q&A session at the end of the presentation, keeping within the time limits of the event.
  • The event coordinator will stay in the room during the Oncology Grand Round session and will be available for technical support during your presentation.

Presentation Guidelines

  • Speak clearly and naturally.  The microphone will automatically amplify the sound.  There is no need to shout or move the microphone.  Please check with the hosting site if they have a lapelle microphone available to assist amplifying your voice in case it is a big room you will use for your presentation, or if it is large audience you will be addressing.
  • Avoid necessary tapping, rustling with papers, or side conversations when your site is speaking.  These actions will create audio noise for the receiving sites.
  • Do not use a laser pointer for remote audiences cannot see where the pointer points.  Use the computer mouse to point to any specifics in your slides.
  • Professional behaviour is necessary at all times.  Assume that you are visible and can be seen.

Audience Interaction

  • In general, when you pose a question, address each site individually for a response.  This will help prevent overlapping input from more than one site.  For larger events, you may wish to alter this strategy because of time limitations.
  • Due to a slight audio delay, pause and wait to hear comments from other sites.
  • Aim to create a sense of heightened conversation with your audience.  Ask questions if appropriate and be sure to pause after asking a question to allow the remote sites time to respond.
  • You may need to repeat a question to enable videoconference participants to hear what was asked.  This is especially true if the participant talks in a soft voice – When in doubt, repeat the question.

Other Notes

  • If, as a presenter, you are comfortable with your session being taped, it is recommended that you sign a consent form.   Please consult with the event organizer as well as your organizations guidelines for consent to tape sessions.  The event event coordinator will discuss this with you, and presenting the consent form to you for your signature.
  • All speakers must comply with Ontario’s Personal Health Information Protection Act (FIPPA).  For example, all patient identifying information MUST be removed from all diagnostic images and documentation shared during the presentation.