Guidelines for Presenters, Panelists, and Groups

For Presenters

  1. Presentation Duration:
    Each presenter is allotted 12–15 minutes for their presentation, depending on the session format. Ensure your content fits within this timeframe to allow time for questions and discussions 2.
  2. Content Preparation:
    Prepare a clear and concise presentation that highlights key points. Use visuals like slides or graphs to enhance understanding, but avoid overcrowding them with text.
  3. Submission of Materials:
    Submit your final presentation materials at least 4 hours before your session begins. This allows the technical team to review and ensure compatibility with the equipment.
  4. Onsite Technical Check:
    Visit the Speakers’ Ready Room or equivalent space to upload and test your presentation on the event’s system. Bring your materials on a USB memory stick as a backup.
  5. Engagement with Audience:
    Be prepared to answer questions from the audience after your presentation. Maintain a professional tone and encourage constructive dialogue.
  6. Time Management:
    Adhere strictly to the allocated time for your presentation. Practice beforehand to ensure you can deliver your content effectively without rushing.

For Panelists

  1. Role Clarity:
    Understand your role in the panel discussion—whether you are a moderator, discussant, or contributor. Each role has specific responsibilities, such as guiding the discussion, providing feedback, or sharing insights.
  2. Pre-Session Coordination:
    Collaborate with fellow panelists and the session organizer ahead of time to align on the discussion topics and flow. Share key points or questions you plan to address to avoid redundancy.
  3. Active Participation:
    Engage actively during the session by listening attentively to other panelists and contributing thoughtfully to the discussion. Avoid dominating the conversation and ensure everyone has an opportunity to speak.
  4. Audience Interaction:
    Encourage questions and comments from the audience to foster engagement. Be mindful of time constraints when addressing these inputs.
  5. Feedback and Comments:
    If serving as a discussant, provide constructive feedback on the presentations or topics discussed. Highlight strengths and offer suggestions for improvement.

For Groups

  1. Clear Objectives:
    Define the purpose and goals of your group session early on. Ensure all members understand their roles and contributions to achieve these objectives.
  2. Behavioral Expectations:
    Establish guidelines for respectful communication and collaboration within the group. Encourage active participation while maintaining a positive and inclusive environment.
  3. Task Division:
    Assign specific tasks to each member based on their expertise or interests. This ensures efficient use of time and resources while promoting accountability.
  4. Regular Updates:
    Schedule regular check-ins to track progress and address any challenges. Use these meetings to refine ideas, adjust plans, and ensure alignment with the overall theme of the conference.
  5. Final Review:
    Conduct a final review of all materials and presentations as a group before submitting them. Ensure consistency in style, messaging, and quality across all contributions.
  6. Post-Session Reflection:
    After the session, gather feedback from group members and attendees to evaluate the session’s success. Use this input to improve future collaborations and presentations.