2010 ASUG Annual Conference Speaker Resource Wiki

Version 19

    Your participation as a speaker at the 2010 ASUG (Americas’ SAP Users’ Group) Annual Conference will be a key component to bringing maximum value to all attendees during the event. Co-located with SAPPHIRE® 2010, the event takes place at the Orange County Convention Center in Orlando, May 16 -19, 2010.


    In preparation for the conference, please bookmark this page and use it as a guide to help you prepare for your speaking engagement. We hope this information will help make your experience an enjoyable and successful one. Schedule and session change requests should be submitted via the Online Change Form. If you have any questions at any time, do not hesitate to contact ASUG HQ. We look forward to seeing you in Orlando this May.



    ASUG Speaker Development Tips and Tricks Wiki

    Additional resources from the first Speaker Development Webcast "Organizing your Presentation" are located on the ASUG Speaker Development Tips and Tricks Wiki.




    Update Your Contact Information


    Please take a moment to log in to the ASUG Speaker Page to confirm that your contact information is correct. Select Edit Speaker Information to update information.

    Speaker Registration

    Registration is part of the confirmation process. All speakers are required to register by Monday, February 15, 2010 in order to confirm their sessions. You will be asked to accept ASUG speaker policies and criteria during the registration process.

    The registration compensation policy for speakers is listed below. Speaker registration will allow you to attend all ASUG Annual Conference and SAPPHIRE sessions. You will receive a personalized e-mail from Registration Headquarters at
    registration@sapandasug.com with the subject line “ASUG Speaker Registration” inviting you to register and book your housing for this event. If you have not received this email, please contact speakers@asug.com.


    Please note: You are responsible for your own travel and hotel expenses. We highly advise you to book your accommodations and travel soon.


    Registration Compensation: All primary and secondary speakers who are identified at the time of abstract submission and who have received a session acceptance notification from ASUG will receive a complimentary registration to the conference if at least one of the speakers is an SAP customer. Secondary speakers who do not qualify for a complimentary registration are welcome to attend the event at a discounted conference rate and will be listed in the event marketing material.



    Housing & Travel Information


    Before reserving a hotel room, speakers must first register for the 2010 ASUG Annual Conference. After completing the online registration form, individuals have the ability to click on the "Housing Reservation" link to make a hotel reservation. When making your hotel and travel arrangements, please note that speakers are expected to attend the Speaker Orientation Meeting on Sunday, May 16, 2010 from 5:15 p.m. – 5:45 p.m. EDT.



    Presentation Guidelines and Upload Instructions


    Presentations are due to ASUG no later than Monday, April 5, 2010. Because all presentations are reviewed by the ASUG Annual Conference Program Committee, no extensions will be given. In your presentation you must translate the topics discussed in your abstract and key learning points into a full presentation that audience participants can reference.

    Please note, Influence Council speakers are required to upload an outline or abstract description of their presentations. You can view the on-line checklist to help you "cross-off" items and guide you towards a successful 2010 Annual Conference session.




    Presentation Guidelines:

    • All presentations must be in PDF (.pdf) format and utilize the ASUG PowerPoint Presentation Template (templates available for use are attached below) as a guideline for the format and content of your presentation.
    • Please use the following naming convention when uploaded, Surname_Session Code.pdf (i.e., Doe_1208.pdf).
    • The number of presentation slides is not limited, but any graphics included in the presentation (i.e. charts, graphics, etc.) must be embedded in the PowerPoint file.
    • Please keep in mind that attendees will be downloading presentations from the ASUG Web site, so please use graphic formats that use less file space. For instance, a .gif or .tif file will use less space than a .jpg file. Where possible, reduce image sizes to allow for faster downloads.
    • Presentations must be of educational nature, and may not be used to promote products or services.
    • Presentations must be converted to PDF format prior to being uploaded to the ASUG Web site. If you do not have the necessary software to convert your presentation into a PDF format we recommend you download CutePDF. This tool enables you to create professional quality PDF files from almost any printable document and is free for personal, commercial, governmental or educational use.
    • All presentations are subject to review by the ASUG Annual Conference Program Committee.




    Upload Instructions:

    • Save your file as a PDF.
    • Navigate to the ASUG Speaker Login Page.
    • Log in using your username and password (this is not the same as your ASUG member ID and password). The speaker username and password was created by you when you submitted your abstract. Your username is your e-mail address. If you are unable to locate your password, please check the Forgot My Password box, and the system will provide a password to you.
    • Once logged in, scroll down the page until you see the section entitled Presentation Information. You should see all the presentations you previously submitted listed in the selection box below the section header.
    • Click on the title of the PowerPoint presentation for which you are uploading a presentation.
    • You will see the option to Upload your presentation for this abstract. Click on this link to open the upload attachment window.
    • Please use the following file naming convention: Surname_Session Code.pdf (i.e., Doe_1208.pdf).
    • Browse to select the appropriate file on your local system and click on the upload button.


    If you have any difficulty with the upload process or have additional questions, please contact ASUG Speaker Services.



    2010 ASUG Annual Conference Volunteer Program Committee






    New Speaker Information


    If you are a first-time speaker (or even if this is your first time speaking at an ASUG event) and you need advice or assistance with anything from "Should I attend the Speaker Orientation?" to "How many slides should I prepare for my presentation?", the ASUG Annual Conference Program Committee and ASUG Speaker Services are here to help. Contact ASUG HQ at speakers@asug.com for more information. Below are some frequently asked questions by first-time speakers:




    How many slides should my presentation include?
    The generally accepted guideline is 1.5 to 2 minutes per slide. Don’t forget to allow time for a question and answer period. Your style may be slightly different so the best guideline is to practice your presentation in front of a live audience and time your presentation.




    Any tips for a successful presentation?

    • It is better not to read slides verbatim. Expand on the material.
    • Always repeat questions. Those in the back may not have heard them.
    • Keep an eye on your time. Set yourself ten minute goals so you don’t end up with ten slides to cover in three minutes.
    • Speak slowly and enunciate carefully.
    • Be positive, be enthusiastic, relax, and have fun.
    • Use text sparingly: Keep your points in a short, concise, outline form. This will inform the audience about the topic and will also help you remember your key points for discussion. There is no need for full sentences, as this will unnecessarily clutter your slides. Use action keywords to point out the important topics of your discussion.
    • Wording should be clear and legible: Use the font that is pre-loaded in the template to ensure that the text can be read by all participants in your session. Text should be large enough to be legible from all areas of the room. Slides should have no more than five bullets and each bullet should be no longer than two lines.
    • Slide titles: Keep your slide titles to one or two lines.
    • Number of slides: A typical rule-of-thumb is to have one slide for each 1.5 to 2 minutes of the speaker portion of your presentation (not including the Q&A time). Stick to one topic per slide. You can have multiple slides per topic. In this case, the same title should be used on the each slide, with the word ‘cont’d’ at the end of the title in all instances after the first use.
    • Visually appealing: Use other sources of information besides text in your presentation. Pictures and visual effects can add to the attractiveness of a presentation if used correctly. However, be careful that those tools don’t override the information you are trying to convey.
    • Colors: Do not use more than four colors in your presentation. Avoid red letters, which are difficult for some people to read. The best readability comes with high contrast of intensity rather than by clashes of color.
    • Alignment: All type should be left justified.
    • Consistency throughout presentation: Be consistent in presenting information in an organized, logical manner.




    Will I receive any feedback on my presentation?
    All attendees in your session will be asked to complete an evaluation form. Remind them to complete the form at the end of your presentation. You will be sent a summary of the evaluations seven to eight weeks after the conference.

    In addition, the ASUG Annual Conference Program Committee will try to attend as many sessions as possible. If an ASUG Annual Conference Program Committee Volunteer attends your session, the Volunteer will meet with you before you session and introduce you at the beginning of your session.


    Can I view past highly-rated presentations?

    View several presentations and their comments on why they were so successful on-line here.

    A/V Equipment in Session Room

    **All speakers must bring their own laptops to their sessions. Laptops will not be provided at the conference.

    Each session room will be set with the following equipment:

    • Wireless Internet connection
    • (1) High Intensity LCD Data Projector
    • (1) Screen
    • (1) Wireless Lavaliere Microphone

    · (1) Podium Microphone

    *Subject to change

    Please submit any special equipment requests or concerns you may have regarding the existing equipment to ASUG HQ at speakers@asug.com.

    Speaker Ready Room

    For your convenience, there will be a Speaker Ready Room available for you to use. All speakers need to check-in here at least 60 minutes prior to each presentation(s). Equipment will be available for you to practice, review, and print your presentation.

    The Speaker Ready Room will be located in the Orange County Convention Center, 221 A-E. View a floor plan of the center here. Speaker Ready Room operating hours are as follows:

    Sunday, May 16, 2010

    12:00 p.m. – 4:00 p.m.

    Monday, May 17, 2010

    7:00 a.m. - 4:30 p.m.

    Tuesday, May 18, 2010

    7:00 a.m. - 5:00 p.m.

    Wednesday, May 19, 2010

    7:00 a.m. - 5:00 p.m.




    Speaker Orientation Meeting


    There will be a Speaker Orientation Meeting on Sunday, May 16, 2010 from 5:15-5:45 p.m. EDT in Room W110A 1.

    It is recommended you attend so you can:

    • Review the conference presentation process.
    • Meet with the ASUG Annual Conference Program Committee Volunteer responsible for managing all content within each focus area.
    • Ask questions regarding room setup and any other last minute concerns you may have.