apgce 2017 speakers instruction - November 2017

APGCE 2017 SPEAKERS
INSTRUCTION
1. GENERAL
To ensure the success of the forthcoming APGCE 2017, and to satisfy the high expectations of the delegates,
it is important that speakers adhere to certain standards and guidelines. These are explained in the following
pages and you are kindly requested to read them carefully.
As a speaker, you are going to communicate the result of your work. In doing so, you should consider carefully
who your target audience are and what is of interest to them.
It should be kept in mind that most delegates are practising geoscientists who expect to leave the conference
with new ideas and developments that are applicable in their respective business activities.
Additionally, the amount and detail of information that can be communicated in a 25-minute presentation is very
limited. This means that complexities, detailed derivations and involved arguments will fail to reach your
audience. Simple statements and illustrations are easier to understand and these must convey the essence of your
presentation. The presentation should be limited to 20 minutes maximum with 5 minutes discussion period.
All presentations must be in English and scheduled timing must be strictly adhered to.
2. REGISTRATION
All speakers must register for the conference before 21 October 2017. All speakers are entitled to the early
registration fee. If you have not already done so, please register using the link www.apgce.com to entitle for the
early bird fee.
3. CANCELLATIONS
Should you are unable to give your presentation, please notify us by email (rds@eage.org) ASAP, and before 30
June 2017.
4. SPEAKERS BREAKFAST
From 0740 - 0830 hrs in the morning on the day of your presentation, a Speakers Breakfast will be organized in
Meeting Rooms 307 - 309, Level 3. During this time, you can meet with the session chairman as well as the other
speakers in your session to discuss final session arrangements. All speakers are expected to attend the speakers
breakfast.
5. SPEAKERS DESK/CHECK-IN
All speakers (both oral and poster) must report their presence to the Speakers Desk located at Room 306, Level 3
of Kuala Lumpur Convention Centre. Speakers Desk is open from 20 - 21 November from 0730 - 1600hrs. We
encourage speakers to immediately check-in with us upon their arrival. This is to ensure we have sufficient
time in facilitating each speaker before the conference starts.
Please ensure that you have uploaded your presentation a day before or the latest by the morning on the day
of your presentation at the Speaker’s Desk. We ask that all speakers submit their presentations in
PowerPoint 2010 (PPTX format). Speakers are required to bring their presentation to the conference in a USB
drive, as a backup.
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SPEAKERS INSTRUCTION (CONT’D)
6. BEST ORAL AND POSTER AWARD
All presentations will be scored by the session chairmen as well as members from the audience (random).
Award winners will be announced at the Closing Ceremony at the end of Day 2 (21 November). All speakers
are encouraged to attend the closing ceremony, since you could be the winner.
7. ORAL PRESENTATIONS
A good oral presentation has a clear objective, a well-defined structure and uses clear and simple illustrations.
7a. OBJECTIVES AND STRUCTURE
Your objective defines what you wish to achieve with your presentation. To achieve a realistic objective,
you must consider the characteristics of your audience: their motives for attending your presentation, their
interests, their knowledge level and their intentions.
The structure of a good presentation is as follows:
 Define the subject, give a general outline and state the goals of your presentation in your
introduction
 Work out your presentation in more detail
 Summarise and draw conclusions, which refer to your introduction
We recommend you to make an overview with the estimated timing of your presentation and to prepare
yourself for questions from the audience. Rehearsal of your presentation is strongly recommended. Please
note that presenting to a live audience can take a little longer than during a rehearsal.
7b. PRESENTATION
Speakers are required to be present 15 minutes at the designated presentation room before the start of their
session to meet with the session chairmen.
It is important to adhere the time schedule: 20 minutes speaking time and 5 minutes question/discussion
time.
Generally, the attention of audience is high at the beginning of a presentation, will decrease and is at its
worst about two thirds of the way through. When you reach the conclusion, their attention will increase
again. You can help your audience to concentrate by restricting detail to a minimum, using variety in visual
aids and tone of voice, maintaining eye contact and by summarising frequently.
7c. VISUAL AIDS
Each lecture room is equipped with a data projector and a computer (Windows, PowerPoint and Acrobat
Reader), a podium microphone and a laser pointer.
The presentations need to be uploaded onto the network and tested prior to the preparatory meeting;
this will be done at the Speakers Desk (Room 306); see point 5.
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SPEAKERS INSTRUCTION (CONT’D)
8. POSTER PRESENTATIONS
A poster is an ideal medium for an informal exchange of ideas and for discussions. We believe that a poster
presentation is equal in importance to an oral presentation.
The poster will be on display throughout the day of your presentation. Conference staff will assist you with
mounting your poster between 0730 hrs and 0830 hrs and your poster should be removed at the end of the
programme on the same day. Should you decide not to remove your poster, it will be discarded.
To give posters a better platform for presentation, it has been decided to organize poster presentations in proper
sessions, the same way as the oral presentations. All poster sessions are grouped by topic, have a dedicated
chairman and every poster presentation has a dedicated time slot when speakers are expected to present their
posters. To facilitate proper presentations, the poster sessions will take place in separate and quiet area.
On the day of your poster presentation, conference staff will assist you early morning with putting up the
poster in the foyer (this will give your poster great visibility to all participants). During the coffee or lunch
breaks before your presentation is scheduled, conference staff will move your poster from the foyer to the poster
presentation booth. After the poster session with all presentations finished, conference staff will move your
poster back to the poster wall in the foyer; to provide all posters the benefit of having their posters on display in
the foyer.
8a. PREPARATION
To obtain an attractive design for your poster it is recommended to:
 Include the poster details (title, authors and presenter) clearly on top for easy quick scanning
by the roaming audience.
 Place the highlights at eye level (i.e. the upper half of the wall element)
 Divide each poster into three columns, each 31 cm wide. The text in each column should be 27
cm wide, leaving space between the columns. Illustrations may extend over 2 or 3 columns.
 The poster size should be ‘A0’ 841 mm x 1189 mm.
 Please use vertical ‘Portrait’ layout for your poster.
 Illustrations should have a resolution of 300 dpi.
 Please print the poster on ‘120 gsm’ paper.
8b. PRESENTATION
As the presenter of a poster you have the distinct advantage of being able to draw the attention of your
audience to illustrations. These can be studied and discussed in more detail.
To have a successful presentation, make sure your poster is attractive, well laid out and largely selfexplanatory. The explanation of your poster should complement your visual display. The text and
illustrations are clearly visible from approximately 1 metre distance.
8c. POSTER FACILITIES
To facilitate presenting your poster, the organiser will provide:
 Display unit: Wall panel (inside measurements of one panel: 95 cm x 234 cm.
 Fascia with poster header.
 Attaching material: Velcro, single and double sided tape (no tacks, nails, pins or staples
is allowed).
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A0 size
1189mm
A0 size
841mm
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