ASUG 2009 Virtual Education Summit: Speaker Presentation Guidelines and Tips

Version 1

    ASUG 2009 Virtual Education Summit Presentation Reference Guide

    This document provides speakers information regarding the virtual presentation guidelines, tips on how to prepare your presentation, the recommended format breakdown and tips on how to successfully record your presentation.


    Virtual Education Presentation Guidelines

    ·         All presenters are required to utilize the official ASUG 2009 Virtual Education Summit PowerPoint template when creating and recording your presentation.   


    ·         Each session should be no less than 35 and no more than 45 minutes in length.  Please note that if the total presentation time does not fall within this time range you will be asked to re-record your presentation.


    ·         Your session content should be educational in nature; please refrain from giving any promotional reference of your company's products or services.

    Please note that if the above guidelines are not met, you will be requested to re-record your presentation.


    Tips on How to Prepare Your Virtual Presentation:

    Here are a few tips on how to create an engaging virtual PowerPoint presentation (please note that you have the ability to share other applications open on your desktop besides PowerPoint during your presentation):


    ·         Suggested number of presentation slides.  A 45-minute virtual presentation should include at least 30 - 40 slides, unless you have planned to include a website based demo in your presentation.  You should not spend more than 1 - 2 minutes on a particular slide when you deliver the presentation.


    ·         Avoid text heavy slides.  Break up the bulleted text on your slides so you can include a picture or graph to further illustrate your point.  If you must have a slide full of text, please use animated transitions to make the slide more visually appealing.


    ·         Utilize transition slides.  Before continuing your presentation to the next subtopic, insert a transition slide stating the next topic with animation or clip art.  This also provides an opportunity for attendees to make note of what questions they would like to ask in the Q & A chat following the presentation.


    ·         Use pictures, graphs and/or charts during your presentation.  To keep attendees engaged while they are viewing your virtual session, include animations, pictures, graphs and other visual elements in your presentation slides


    ·         Speak Slowly.  A virtual environment makes it difficult to gauge how well viewers are following your presentation. To make for the best viewing experience, speak slowly and repeat key points. It is human nature to rush, but a slow pace will be appreciated by those listening.







    Recommended Format for a 35 – 45 Minute Virtual Presentation:

    ·         Introduction: 1 – 2 minutes.  Before you dive into the presentation content, take a few minutes to introduce the event and yourself as follows:

    [Hello and thank you for accessing this recording of session {session code}, {presentation title} at the ASUG 2009 Virtual Education Summit.  My name is {first name, last name} and I’m a/the {professional title} at {company}.  (If you have a co-speaker(s), introduce them at this time as well).]


    ·         Presentation Outline: 1 – 3 minutes.  Before you dive into your presentation, discuss the objectives of your presentation with a slide including a bulleted outline.


    ·         The Body of the Presentation: 35 – 40 minutes.  Present the session information according to the presentation outline via PowerPoint slides and/or a web-based demonstration showing these applications on your desktop during the recording process.


    ·         Conclusion: 1 – 2 minutes.  Before you end your presentation, revisit the presentation outline re-stating what topic areas were covered.  Then end your presentation with the following:

    [Thank you again for accessing this recording of session {session code}, {presentation title}.  If you would like to join the Q & A chat session following this presentation, please remain in this booth and you will receive an invitation to a group chat shortly.]


    Tips on How to Successfully Record Your Virtual Presentation:

    In addition to the step-by-step recording instructions that you have received from ASUG Headquarters, here are a few suggestions on how to prepare prior to your scheduled time and successfully deliver your presentation during your timeslot:


    • Rehearse your presentation.  Please take time before your scheduled recording timeslot to rehearse your presentation. If you have co-presenters, set up a time with them to walk through the presentation format and decide who will be sharing their desktop during the presentation and at what points you will hand-off the content to each other. Please note that once you access the recording tool during your 75 minute scheduled time you will have a limited amount of time to set up the recording process and record your presentation so pre-work is crucial.


    • Ask questions prior to your recording time.  Please review the recording instructions you received from ASUG Headquarters in advance of recording to allow time to ask the ASUG staff questions to help you successfully complete your recording.


    • Keep your presentation notes handy.  As you prepare your session add notes to your PowerPoint slides then print out the slides in notes view so you can easily refer to them while you record the presentation.


    • Periodically check your presentation time. If the presentation runs over or under the allotted time limit you will be asked to re-record your presentation.  Have a watch or phone handy during recording so you can periodically check the time you have left to deliver your presentation.


    If your session was not recorded successfully you will be contacted by ASUG staff members to schedule a time to re-record.  If you have questions about the recording process, please contact the following individuals via phone or email: Alison Alexander ( 312-673-4786) or Lara Brislin ( 312-673-4702).