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Tips for Preparing Your Presentation and Using This Template (1 of 6)

Deadlines are posted at http://www.ARSymposium.org/india/presenters/. For questions, please contact PresentIndia@ARSymposium.org.

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Tips for Preparing Your Presentation and Using This Template (1 of 6)

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  1. Deadlines are posted at http://www.ARSymposium.org/india/presenters/. For questions, please contact PresentIndia@ARSymposium.org. Submit a Complete Final Draft: Each presenter is solely responsible for the content of his/her presentation but the ARS Organizers will apply any proofreading and formatting modifications that may be necessary to make the presentation print-ready. Please make sure that the file that you submit to ARS is complete and ready for proofreading. A *.PDF file that shows how your presentation will appear in the Proceedings booklets will be returned to you for review at least 1 week prior to the final printing deadline. After you submit your presentation file, modifications will not be accepted unless requested by ARS to make the material print-ready. The proofed/formatted version of the PowerPoint file will be pre-loaded on the shared laptops that will be used by all presenters at the event. Publication Release Form: You must submit a release form to authorize the ARS to distribute materials to attendees at the event. Please do not include content in your presentation that can’t be released and please plan to make whatever arrangements are necessary within your organization to submit the signed form on time. Tips for Preparing Your Presentation and Using This Template (1 of 6)

  2. Include the Appropriate Number of Slides: Regular presentations are scheduled for 50 minutes (plus 10 min. for Q&A) and tutorials are scheduled for 75 minutes (plus 15 min. for Q&A). Please include the appropriate number of slides for the time allowed (neither too few nor too many). This varies based on the subject matter and/or the presenter’s style but please note that: For most regular 60 minute presentations, this tends to be in the range of 30 to 60 slides. For most 90 minute tutorials, this tends to be in the range of 45 to 90 slides. Working with the Slide Master: To add your name, company and track/session number that appears on each slide, choose View > Master > Slide Master and edit the title and slide master pages accordingly. Please disregard the “clock” element on the title slide. This uses a PowerPoint “add-in” called “AutoDateTime,” which will be installed on the presenter laptops so that the correct time will be displayed between sessions at the Symposium. Please do not adjust the size of the slides in the Page Setup. This must be set to Custom: 11 in x 8.5 in. Tips for Preparing Your Presentation and Using This Template (2 of 6)

  3. Importing Slides from Other PowerPoint File: For best results, please start from this ARS template file and then import selected slides from the other presentation file. This will help avoid problems with the Slide Master and reduce the amount of effort required for adjusting the formatting of imported slides. If you are unfamiliar with this process, you can use the following steps: Please do not import the cover slide. Use the sample slide in this template and personalize it for your presentation. In the Slides tab or Slide Sorter view, choose which of the other sample slides you wish to use in the presentation (in addition to the cover slide). Delete the rest. Click after the title/cover slide and choose Insert > Slides from Files. Browse for the existing file and select the slides you wish to import. Make sure the Keep source formatting check box is NOT selected. After completing the import, please check every slide to make sure it displays properly in the new template. If you have not used master slides in the original presentation and/or if the layout of the original presentation is significantly different than the ARS template, you may find that some slides will need to be adjusted after they've been imported (e.g. font size changes, placement of images and text boxes, title box placement). Tips for Preparing Your Presentation and Using This Template (3 of 6)

  4. Tips for Preparing Your Presentation and Using This Template (4 of 6) • Ensure that Attendees Can Read the Material: Remember that the presentation will be projected on a screen in a darkened room and will be printed 4 slides per page in the Proceedings booklets distributed to attendees (i.e. each slide is printed at ~4 x 5.25 inches). Please make sure that text, plots and tables will be readable in both screen and print formats. Some tips: • Keep font sizes at 20pt or (preferably) higher. It may be appropriate to reduce the amount of text in the slides OR to split the text up onto separate slides. • Make charts, plots and tables as large as possible. If the content will be difficult or impossible to read, please carefully consider whether the graphic needs to be included in the presentation. • Limit the use of colored text and -- this can be very difficult to see on the screen. • Multimedia Files: If you wish to include multimedia files in the presentation, please submit the additional files together with your PowerPoint draft so we can confirm that they will play correctly on the laptops used at the event. • On the laptops, the files will be stored in the same folder with your presentation PPT; please set links accordingly. • If your presentation includes sound clips that attendees will need to hear, please bring this to our attention in advance. colored backgrounds

  5. Prepare for Grayscale Printing: The Proceedings booklet distributed to attendees will be printed in black and white using the “grayscale” color option. Please check to make sure that all of the slides in your presentation will print correctly under the “grayscale” option. To do this, you can choose View > Color/Grayscale > Grayscale and then page through the presentation. When necessary, you can use the Grayscale View menu to adjust the way the selected object will be displayed. In most cases, switching from Automatic to Grayscale will resolve the problem. Common problems to avoid: Black text on a dark background is not readable. White “AutoShape” objects print with a black outline. Text or an object that was hidden in the full-color view by an “AutoShape” object is visible in the grayscale printout. Fonts: If your presentation uses fonts that are not commonly installed by default with Windows®, please switch to a more common font by choosing Format > Replace Fonts. Alternatively, you can choose Tools > Options and select the Embed TrueType fonts option on the Save tab. Tips for Preparing Your Presentation and Using This Template (5 of 6)

  6. Tips for Effective Presentations: Many resources are available that provide tips on public speaking and creating effective presentations. In addition, here’s a limited list of specific suggestions to consider: Try to fit the content of your presentation to the interests of the audience and the time available. Always be aware of the key points you are trying to make. In some cases, it may be better to limit the amount of material that you cover in the presentation in order to make sure you can present the important points effectively. Because of the applied, practical nature of the ARS, it is often better to focus more on the concepts and practical applications rather than the specific details of the equations. Practice! Make sure you know the material thoroughly and are aware of the timing. Give yourself enough time for an effective conclusion at the end of the session. Take a few minutes in advance to get comfortable with the microphone, timing devices, etc. The moderator can help with a sound check. Speak slowly and enunciate clearly. Pause when appropriate to give yourself and the audience time to think. Try not to read from the slides (or your notes) for any extended length of time. Try not to overuse the laser pointer. Tips for Preparing Your Presentation and Using This Template (6 of 6)

  7. Note About Presenter Orientation • On the evening before the Symposium begins, there will be a short, optional “orientation” session for presenters. This will give you the opportunity to familiarize yourself with: • The configuration of the presentation rooms and podium. • The microphones. • The timing devices. • The slide clicker and laser pointer. • We’ll inform you of the specific time and location via e-mail shortly before the event.

  8. Presentation Title Presenter’s Name and Affiliation(Please enter this exactly as you want the info printed in the Proceedings booklet. List the primary author first, followed by co-authors, if any.) If you wish, you may include your company logo on this page and/or the last page of the presentation.

  9. Introduction • Briefly tell the audience who you are and introduce the material that will be covered in this session. • NOTE: Please limit the discussion of your organization’s products and services to include only the information (if any) that may be truly necessary for attendees to understand the content of your presentation.

  10. Agenda • Introduction 5 min • Topic 1 10 min • Topic 2 10 min • Topic 3 10 min • Topic 4 10 min • Summary 5 min • Questions 10 min <Please adjust as needed to fit your presentation; but make sure the times add up to the scheduled time allowed.>

  11. Vocabulary (optional) • Please be aware of how the audience will respond to unfamiliar acronyms and specialized vocabulary within your presentation. • If applicable, provide a list of relevant acronyms and terms, along with their definitions. • Alternatively, you can define the terms as they occur in the course of your presentation.

  12. Content of the Presentation • Insert the slides that are necessary to support the topics that you wish to discuss during the presentation. Please consider: • The material should be readable both on-screen and in printed booklets (see tips at the beginning of this template). • Please include the appropriate number of slides for the time allowed. • Most slides should have an appropriate title defined. • The presentation should not include material that can’t be released for publication. • It is usually beneficial to distribute your presentation to colleagues so they can offer suggestions for improvement. • Please remember that this feedback must be incorporated before you submit the file to ARS. After you submit the file to ARS, changes will not be accepted unless requested by ARS to make the material print-ready.

  13. Summary • Summarize what has been learned and present conclusions.

  14. Where to Get More Information • List any relevant books, articles, electronic sources, training sessions, consulting services or other resources.

  15. Insert Your Name • Provide a “bio” slide for the primary author and, if applicable, additional slides for co-authors. • Please provide at least: • Name • Title • Company • E-mail Address or Phone Number • If desired, you may also provide other relevant information about your education, work experience, etc.

  16. Questions Thank you for your attention. Do you have any questions?

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