Paper and Poster Presentation Guidelines. These guidelines are designed to help you plan, write, and deliver your presentation.

Transcription

1 SESUG 2014 Paper and Pster Presentatin Guidelines These guidelines are designed t help yu plan, write, and deliver yur presentatin. Summary Checklist fr Paper and Pster Presenters If yur cntact infrmatin changes cntact yur sectin chair and/r the Academic Cnference Chair. If yu will be unable t attend the cnference, ntify yur Sectin Chair as sn as pssible. Submit signed Cpyright Grant r Cpyright Grant Delay Frm by June 23, Review Guidelines fr Participatin fr rules arund paper cntent. Write yur paper (templates prvided at: Review paper t ensure it cmplies with paper r pster requirements. Uplad yur paper t paper system by August 11, Create yur presentatin and review fr presentatin guidelines. Ntify yur sectin chair f any special equipment needs. Paper presenters: Practice and time yur presentatin. Paper presenters: yur presentatin t sectin chair fr pre lading t sectin laptp. Pster presenters: Check yur pster display vs. pster space dimensins. Paper and pster presenters: Anticipate questins and bring answers with yu t cnference. Paper presenters: Bring extra sft cpy f slides t cnference. Present yur paper and/r pster at the cnference. 1

2 Paper and Pster Presentatin Guidelines Summary Checklist... 1 Deadlines fr Authrs... 3 Permissin t Publish Frms... 4 Guidelines fr Preparing Yur SESUG Paper fr Publicatin... 4 Frmatting Yur Paper fr the Prceedings... 5 General Frmatting Guidelines... 5 Fnt and Type Size Recmmendatins... 5 Capitalizatin... 5 Terminlgy... 5 Cde... 5 Trademark Guidelines... 6 References... 6 Uplading Yur Paper... 6 Preparing the PDF File... 6 Uplading the PDF File... 6 Presentatin Guidelines... 7 Planning Yur Presentatin... 7 Preparing Yur Presentatin... 7 Preparing Slides and Visuals... 8 Practicing Yur Presentatin... 8 Presenting Yur Paper at SESUG... 8 Preparing Psters fr SESUG... 9 Handuts Plicy...10 Reference...10 Nte: If yu will nt be able t attend the cnference as scheduled, please ntify yur Sectin Chair immediately. If yu have arranged fr smene else t present yur paper, give the name f yur substitute t the Sectin Chair at that time. 2

3 Deadlines fr Authrs Presentatins, Papers, Visuals, Psters and Handuts Jun 23, 2014 Signed Permissin t Publish frm due. Yu are required t sign a Permissin t Publish, and fax it t SESUG befre yur paper can be included in the cnference Prceedings. July 23, 2014 Signed Permissin t Publish frms due tday fr delay frms. Fr thse that filed a Permissin t Publish Delay frm, Permissin t Publish frms are due tday. Aug 11, 2014 PDF f yur final paper must be upladed by tday. See Preparing the PDF File fr cmplete details. Aug 17, 2014 Cnference early registratin deadline. Yu must be registered fr the cnference in rder t present yur paper and have yur paper published in the prceedings. Sep 12, 2014 Pster title infrmatin deadline. Deadline fr pster title bard infrmatin t be submitted t Pster Sectin Chair fr printing. Sep 19, 2014 Htel cnference reservatin cut-ff. SESUG negtiates a rate with the htel that is less than the regular rate. If rms are still available, yu must reserve yur rm by this date t take advantage f this rate. Oct 7, 2014 Deadline t uplad PwerPint. Yur sectin chair will cllect and uplad all presentatins fr yur sectin t the sectin laptp. It is imprtant t make this deadline s that the sectin chair has time t check fr any presentatin issues. Oct 19, 2014 Attend presenter s sessin. This is yur pprtunity t let yur sectin chairs knw that yu have arrived safely at the cnference, review yur bi, and discuss any issue/details cncerning yur presentatin. If yu cannt make this meeting, let yur sectin chairs knw in advance. Oct 19-21, 2014 Present yur paper r pster. 3

4 Permissin t Publish Frms Yur signed Permissin t Publish (P2P) frm r Permissin t Publish delay frm is due n June 23, Yu received a cpy f the P2P frm alng with yur paper acceptance letter. If yu need t sign a delay frm due t crprate apprval prcess r ther extenuating circumstances, the frm can be fund at Yu are required t sign a Permissin t Publish frm and send it t the SESUG academic cnference chair befre yur paper can be included in the cnference Prceedings. This frm gives SESUG a nn exclusive right t share yur paper thrugh the cnference prceedings, the cnference website, and ther standard SESUG distributin venues. Als, by signing this agreement, yu cnfirm that yu have apprval t attend the cnference and present yur accepted paper. Remember, that if yu must put yur paper thrugh an apprval prcess, and that prcess will nt be cmpleted in time fr yu t meet the abve deadline, please frward a signed Permissin t Publish delay frm. This frm als cnfirms that yu have apprval t attend and present yur accepted paper and is due by July 23, Please scan the signed frm and uplad it t the paper system r it t the Academic Chair. Yu will receive an e mail message that cnfirms receipt f yur frm. Guidelines fr Preparing Yur SESUG Paper fr Publicatin Page Limits: Fr 20 minute presentatins and psters, yur written paper shuld nt exceed 12 pages; fr 50 minute presentatins, the maximum is 20 pages in the Prceedings; fr Handsn-Wrkshp presentatins, the maximum is 30 pages. Althugh yur presentatin might be infrmal in tne, yur published paper shuld be mre frmal. The fllwing guidelines might be helpful: Use the active vice when pssible. Use shrter sentences instead f ne lng sentence t present cmplex cncepts. Avid using cntractins. Avid using jargn. English will be a secnd language fr sme members f yur audience. In the text, when including infrmatin frm an utside surce, be sure t cite that surce. At the end f the paper under the heading REFERENCES, include the cmplete citatin. If yu include trademarked names, fllw the Trademark Guidelines that are prvided later in this sectin. Frmat yur paper accrding t the instructins under Frmatting Yur Paper. 4

5 Include yur cntact infrmatin (address, phne number, ). Keep in mind that yur paper will als be published n the Web. Frmatting Yur Paper The Prceedings cntains cpies f the papers that are presented at the cnference. A paper template is prvided fr yu as a guideline fr yur paper and can be fund at: While yu are nt required t use the template, yu shuld fllw template guidelines: General frmatting guidelines: All text shuld be single spaced. All pages shuld include SESUG 2014 in the header (right justified) First Page Center the number f the paper ¾ frm the tp f the page. This number can be fund n yur acceptance letter and must als be used when yu frmat yur paper and name yur PDF file. Center the title ¼ under the number f the paper. See acceptance letter fr accepted title. Center the names f the authr(s) under the title. Begin the first heading ½ dwn frm the name f the last authr. Remaining pages: Margins shuld be ¾ n tp/bttm, and 1 n each side. Include page numbers. Center page numbers 3/8 frm the bttm f the page. Captin yur visuals, fr example, Figure 1. Prcess Flw Chart. Fnt recmmendatins (remember t embed fnts in dcument.) Title 14-pint Arial bld Authr(s) 12-pint Arial regular Header 1 10-pint Arial bld (all caps) Header 2 8-pint Arial bld (all caps) Bdy cpy 9-pint Arial regular Cde 9-pint Curier New regular Use SAS cnventins fr capitalizatin DATA step (DATA is always all uppercase when referring t the DATA step) Use uppercase fr prcedure names. Use uppercase fr statements, ptins, functins, and cmmands, fr example, LABEL ptin, DEVICE= ptin. Terminlgy Use cmplete names when referring t trademarked prduct names: use SAS Enterprise Guide, nt SAS EG r EG. Fr a list f SAS prduct names, see Write data set as tw wrds, but database as ne wrd. Use the wrd data as singular (cllective nun) r plural, whichever frm is used in the field that yu re writing fr. Fr example, the medical and pharmaceutical fields use data as a plural nun; the cmputer technlgy fields 5

6 use data as a cllective nun with a singular verb t mean infrmatin r a grup f facts r numbers. Cde shuld be set ff frm text. Be cnsistent thrughut paper with cde display. Trademark Guidelines Insert the apprpriate trademark symbls ( r ) fr SAS prducts nly. Trademarks that are wned by cmpanies ther than SAS are cvered by a generic reference in the citatin at the end f the paper. Use the apprpriate trademark symbl the first time that yu mentin a SAS trademarked prduct in yur paper and in each slide. If a trademark appears in the title, this cunts as the first appearance. At the end f yur paper, fllwing the CONTACT INFORMATION, insert ne line space and include the Trademark Citatin shwn at the end f this list. If yu reference trademarked prducts in slides, yur final slide shuld als include the Trademark Citatin: Trademark Citatin: SAS and all ther SAS Institute Inc. prduct r service names are registered trademarks r trademarks f SAS Institute Inc. in the USA and ther cuntries. indicates USA registratin. Other brand and prduct names are registered trademarks r trademarks f their respective cmpanies. References Hard cpy references shuld include the fllwing: Authr(s). Date f publicatin r last revisin. Title f Reference. City, State f publisher: Name f publisher. Web references shuld include the fllwing: Authr. "Title f Dcument" Title f Cmplete Wrk. <Web address> any additinal directins fr retrieving surce (access date). Including Published Material in Yur Presentatin All published wrk that is used in yur paper must be cited in the REFERENCES sectin. Uplading Yur Paper Yu are required t prepare and uplad a PDF cpy f yur paper fr the prceedings. Preparing the PDF File (required fr prceedings). D nt passwrd prtect r add bkmarks t yur file. Cnvert using adbe acrbat r any PDF cnverter t cnvert yur paper t PDF. Name yur paper using yur paper number and last name as in the fllwing example: SER01.Okersn. Befre uplading the PDF, be sure that: The assigned paper number appears at the tp f the paper. The title exactly matches the title n the Cpyright Grant frm. Nthing, except the page number and header text, is within the margins. The page numbers are shwing at the bttm f each page. The required trademark statement is included at the end f the paper. The file has been saved with the fnts embedded. Ntify sectin chairs prmptly f any uplading issues r prblems. 6

7 Presentatin Guidelines At the cnference, yur presentatin will be laded n the sectin laptp. An LCD prjectr and a laser pinter are standard equipment in every meeting rm. In large meeting rms, a lavaliere micrphne and/r a pdium micrphne may als be prvided. If yu need any ther equipment r services, please tell yur Sectin Chair as sn as pssible. Planning Yur Presentatin Papers are alltted either 20 minutes r 50 minutes fr presentatin, depending upn speaker preference and amunt f subject matter. Hands-n-Wrkshps are alltted 1, 1.5, r 2 hurs. These time alltments include the time it might take t answer questins. If yu re nt sure abut hw much time is alltted fr yur presentatin, ask yur Sectin Chair fr this infrmatin. Yu shuld: Prepare yur presentatin early. Knw yur audience. Are yu addressing experts r nvices? Use visuals t reinfrce key ideas in yur message. Scale yur visuals fr presentatin t be seen at the back f a medium sized rm. Use slides t guide yur audience. Yur presentatin delivers the message; yur slides enhance it. Use SAS trademarks crrectly in yur slides. Preparing Yur Presentatin As with all presentatins and papers, yur presentatin shuld include an intrductin, a bdy, and a cnclusin. If yu d nt get the audience s attentin early in the presentatin, peple might leave and g t anther sessin. Yur pening shuld be cncise and yur purpse clearly stated. D nt just read what is shwn n the slides. The audience can read slides silently faster than yu can read them alud. Use simple English t help yur audience grasp yur message mre easily. Prceed thrugh yur tpic lgically emphasizing main pints. Make clear transitins between tpics. Use statistics and numbers sparingly. T many statistics can cause peple t frget the imprtant numbers that yu want them t remember. Give credit t thers where apprpriate. Cnclude yur presentatin by repeating yur pening theme and main ideas. Answer any questins that yu might have raised in yur pening, and repeat any basic thughts that yu want yur audience t remember. Use a clsing slide t summarize yur main pints. 7

8 Preparing Slides and Visuals Presenters are expected t supplement their presentatin with PwerPint slides t assist the audience in understanding yur tpic. Use the fllwing guidelines when preparing yur slides: One slide a minute is a standard recmmendatin when using slides in a presentatin. Divide ideas int small grups as infrmatin is mre easily grasped in small segments. Use SAS trademark symbls apprpriately. Limit the text in yur visuals t the main cncepts. Only use graphics that are relevant t yur tpic and help cnvey yur message. Be sure that slides are legible frm an apprpriate distance. Fnt sizes f 24 pints r higher are recmmended. A Micrsft PwerPint template t help yu prepare slides fr yur presentatin is available at: Practicing Yur Presentatin Practice yur presentatin alud, speaking slwly and clearly using the same type f equipment yu plan t use at the cnference. Remember that hw yu say it is just as imprtant as what yu say. Memrize the intrductin and cnclusin f yur presentatin; these are very imprtant elements. Practice yur presentatin in the Speaker Rehearsal rm at the cnference. Use a pinter when yu want the audience t fcus n smething in particular n a slide. A laser pinter will be prvided at the cnference. Time yur presentatin. While yu want t make sure that yu can finish yur presentatin in the alltted time, it is just as imprtant fr yur presentatin t include enugh material t cver that time. Presenting Yur Paper at SESUG Be sure yu knw exactly when and where yur presentatin will be given. Arrive at the crrect lcatin at least 10 minutes befre yur presentatin. Let ne f the Sessin Crdinatrs knw yu are there. Be aware f the time (the Sessin Crdinatr will help yu d this via flash cards. Yu will nt be allwed t cntinue beynd yur alltted time.) D nt turn arund t read yur slides t the audience. Turning yur back t the audience decreases the grup s ability t hear yu. When yur presentatin is finished, thank yur audience fr their attentin and ask if there are any questins (while yu are still at the pdium). Allw abut 5 minutes fr the audience t ask questins. If yu dn t knw the answer t a questin, say s, and ffer t get the answer t the questiner after the presentatin. Cllect their cntact infrmatin. If yu can, stay (at the back f the rm) a few extra minutes after yur presentatin t be accessible fr mre questins and t share cntact infrmatin. Please be curteus f the next presenter and if any cnversatins r questins cntinue after the next presentatin starts, please cntinue the cnversatin utside the presentatin rm s as t nt disturb the presenter r audience. 8

9 Preparing Psters fr SESUG An effective pster is a visual tl that fcuses attentin n a specific tpic thrugh the use f graphics and images cmbined with a well-rdered and bvius sequence. The fllwing infrmatin will help yu prepare yur SESUG pster. The main panel is 45¼ by 45¼ (usable space is 43 inches square) and the adjacent side panel is 21½ 45¼ feet (usable space inches). See diagram belw: The presentatin pster bards are cvered with a blue material. Velcr dts will be available fr attaching yur pster t the bard. The 4-ft square main panel is separated frm the 2 4 ft side panel by a metal bar. If yur presentatin is very cmpact, yu can leave the side panel empty. Alternatively, yu can use the main panel t present bth the prblem and the slutin, and use the side panel t summarize and discuss yur technique. The title and names f the authrs f the pster will be typeset in large letters t fit in the 1 4 ft tp panel and will be available fr yur use at the cnference. Yu are nt required t print ut yur pster n full size paper. Many presenters cmpse their psters in pieces that can be printed individually. See example displays belw. A pster is like an utline, nt a nvel. Keep the infrmatin n the pster simple and easy t fllw. Remember that yu will be there t explain it. Details can be included in the paper that yu prepare fr the Prceedings. It is recmmended that yu use text that is easily visible frm 5 feet n yur pster. Imprtant statements and headings shuld be larger. Psters are mre effective when there are visual divisins amng sectins f text. 9

10 Graphs, pie charts, bx charts, drawings, and ther artwrk are effective pster enhancements. Handuts Plicy As part f SESUG s envirnmental effrt, handuts are nt expected r encuraged, except in the Cnference Wrkshps r Hands-n-Wrkshps sectins. All attendees will have access t yur paper thrugh the prceedings. Other infrmatin can be exchanged electrnically thrugh exchange f cntact infrmatin. Marketing material is nt apprpriate. Reference SAS Institute Inc SAS Glbal Frum Paper Presentatin Guidelines, Cary, NC: SAS Institute Inc.,