VA-SRA Tips for Moderators,
Speakers, and for Audio-Visual Presentations

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I. The self-introduction of the moderator, who then:

A. Introduces the session or workshop's title/topic (this is a little like confirming an airliner's destination before leaving the terminal)

B. Introduces the presenter (s)

C. Invites the members of the audience to take a few moments to introduce themselves to the other attendees sitting near them (30-45 seconds) - a.k.a. networking

II. Opening comments, in which the speaker (s):

A. Make a clear case for the importance and relevance of the information to the research administration profession. (Essentially, the speaker should answer the audience's question: How will this session or workshop be useful to me?)

B. Announce his/her/their preferences regarding the timing of questions (i.e. ask anytime or please wail until the conclusion of the presentation)

III. Present the objectives/learning outcomes

IV. Present the formal informational content

V. Summarize the key points as they relate to the learning outcomes

VI. Solicit questions, comments, and concerns from the audience

VII. Formally `end' the presentation and complete and collect the session or workshop evaluation cards

A moderator's principal task is to assure the mechanics of the session or workshop flow smoothly. The moderator is responsible for:

I. Announcing the beginning of the session or workshop

II. Welcoming the attendees/participants

IV. Setting the context

V. Managing audience interaction, including questions to the presenters (Please remember to repeat the attendee's question into the microphone so that it can be heard on the audio tape that is being recorded.)

VI. Assuring that the session or workshop begins and ends on time (if two or more speakers are presenting, the moderator tracks time use of each speaker and signals when the allotted time is almost up and when it has been used)

VII. Encouraging attendees to complete an evaluation of the session or workshops

The speakers, as the selected representatives of their profession, should be expert and share a similar professional vision.

Ideally, each speaker will:

I. Begin and end on time

II. Have clearly-stated session or workshop objectives - these should be presented to the audience at the beginning of the session or workshop

III. Use instructional approaches that are well-suited to accomplishing the session or workshop's objectives (e.g. role playing can be an effective method for demonstrating negotiating skills)

IV. Make optimal use of audio and/or visual resources appropriate to the level and intensity of the session or workshop (please reference Guidelines for Preparation of Slides and Overhead Transparencies sheet)

V. Strive to obtain or facilitate significant demonstrable learning outcomes

VI. Be responsible for assuring that the session or workshop is consistent with the program description

VII. Be available to answer questions following the session or workshop

These suggestions serve as minimal recommendations for presenting your session or workshop. Our chief concern is that your session or workshop, and every other session or workshop presented at this conference, are clearly value-added to those who attend the presentation. Any deviation from this guidance that improves the session or workshop for the members, is encouraged.

1. Speakers shall provide a brief summary of professional experiences and organizational affiliations upon the request of an SRA representative or any participant attending his or her session, workshop or seminar.

2. Speakers shall agree not to explicitly support or endorse any commercial organization, product or service during any SRA session or workshop which may result in a real or apparent conflict of interest.

3. Speakers understand that evaluations of their session or workshop may be distributed among session or workshop participants, analyzed by SRA representatives or committee members, and reported to the board of directors.

4. Speakers may be asked to sign a form, giving SRA permission to tape their session or workshop.

Slides or Overheads are like billboards. They should be designed to make an impact quickly, and then it's on to the next one. Avoid long blocks of text -- each slide or overhead should be a hint, not the whole story. Whatever you do, it needs to be inviting.

Present one point per slide, with as few words and lines as possible. Use a maximum of five lines per slide. Make graphs simple and easy to read. Use a lot of slides -- nothing is more boring than talking for ten minutes to explain a single slide.

Use color, type size and typeface style to create emphasis and memorability. Boldface works better than italic for this. Color helps to add interest to a slide and attract attention to the key word or phrase.

For slides we recommend using the formal looking Helvetica Condensed family of typefaces. This large family of type (four weights and four obliques) provides a lot of flexibility in deciding what style best suits your needs. Experiment with type size as well. Text can increase in size because of the compact design of Helvetica Condensed.

If you are using overheads, please try to typeset them, as handwritten overheads are extremely difficult to read. Use at least 24-point type (this limits you to about 10 lines per overhead).

On 35mm slides, use very high contrast -- dark backgrounds, and white or yellow type.

Remember that what previews well in your conference room may not be legible in a 1000 seat auditorium.

Avoid putting important information at the bottom of the slide. It can be difficult for some people to see the entire screen.

Have printed copies of your material when you give your presentation so that you do not have to keep looking back at the screen. This is disorienting for both you and the audience.

If you are using overheads, you must arrange for a lavaliere microphone to enable you to both operate the overhead and speak simultaneously.

Include a title slide with the title of your presentation and your name. Duplicate this slide at the end of your talk so that you can display it during the Question and Answer portion of your presentation.

Pretend you are one of the people in your audience. Would this presentation excite you?