Information for Speakers

Audio-visuals

Speakers — even if you have submitted your slides in advance please remember to bring with you an up-to-date version of your presentation (on USB or CD)

After the conference your PowerPoint presentation will be converted to PDF and added to the Online web proceedings. Please email Lorna Candy if you would prefer we did not do this.

Please read through Audio-visual equipment to ensure you are aware of what will be provided.

Delegate questions

During the conference as much time as possible will be made available for the audience to ask questions. This will normally take place at the end of each session and will be overseen by the session moderator. The session moderator is responsible for: 

• directing the staff with roving microphones towards members of the audience
• repeating or rephrasing questions where necessary

At the close of a session delegates may crowd the conference stage area to ask additional questions or introduce themselves to speakers.
Please encourage delegates to meet you in the foyer/cafe area of the Conference Centre so the next session participants can begin their run through and AV check.

Guests & colleagues

If you are bringing colleagues or guests with you — to sit in on your session or assist with your presentation set up — please bring them with you to the Speaker Room so that temporary conference passes can be produced. They should NOT go to the main Conference Registration Desk. 

Lunch/refreshments

Tea, coffee and water will be available in the Speaker Room all day. A light buffet lunch will also be available for speakers. There are also several food outlets available on the exhibition floor for more substantial appetites.

Personal belongings

Speakers are advised to leave their coats and bags at the Conference Centre Cloakroom on Level 3 (right of the main Registration Desk). Although the Speaker Room will be manned at all times space is limited and there can be no guarantee that valuable items such as laptops will be safe.  

Rehearsal/pre-session discussion

Quiet rooms for rehearsal or pre-session discussions can be organised. Please make a request to your session moderator pre-show or to the conference staff on your arrival.

Speaking to an international audience

1) We ask all conference participants to keep in mind that Online Information is attended by hundreds of multinational delegates (60% non-UK). With attendees coming from over 43 different countries it is essential participants are as clear and concise as possible when addressing the audience.

2) Previous experience suggests that 100 - 150 words per minute is a reasonable rate of speaking and that about one to one and a half minutes should be allowed for each slide (if using) to be presented and discussed.
We recommend you limit slides to 15 or less. As a standard, speakers are given 20-25 minutes to make their conference presentation. Specific presentation timings will be confirmed with you individually in advance.

3) With only 20-25 minutes presenting time please do not spend too long introducing yourself or providing too much background to the presentation (unless it is crucial for the understanding of the whole presentation). 
Every delegate will have documentation that contains your biography and conference paper which they can read to bring them up to speed. 
There is nothing worse than running out of time when your in full flow and have the undivided interest of the delegates who want to hear more!

4) When summing up please close with 3 key points, so delegates leave with clear learning outcomes.

5) In the weeks running up to the show the moderator of the session will contact everyone in the session (via email) to ensure everyone is happy with what they are saying, to exchange contact details and to answer any final questions. 

6) To help ensure the session runs smoothly on the day and is well received by the delegates please make sure you are aware of what everybody else in the session is talking about.  You will be emailed biographies for the other speakers in the session as well as any papers that have been submitted, please do read these carefully.

Your conference session

The conference organiser or moderator will indicate, only when all speakers are happy, that the session should start. Only then will the lights dim and the microphones will be switched on. Should a session overrun the conference organiser will indicate to the moderator that a session must close. Speakers, please follow directions from your moderator.