Presenter Guidelines

General Information for All Presenters

Thank you for presenting at the conference.  These guidelines will assist with your preparation and participation in the conference.

Presentation Upload

If presenting PowerPoint slides, please upload your presentation by Friday 22 May.

Presentation Upload

Tips

  • There are no hair and/or make-up facilities provided at the venue, therefore we recommend preparing prior to arrival.
  • Please wear solid colours, keeping any patterns on clothing minimal. The venue suggests no lines or checkers on shirts as it will cause issues on camera.

Presentation & Session Times

  • Check the online program to confirm your presentation’s session, date and time
  • The program on the website and in the conference app is live and will include any changes
  • Please re-confirm your session date, time and room prior to your presentation

Keeping Time

Not keeping to time is the biggest disruption to conferences and negatively impacts the experience of attendees and presenters.

  • Please ensure you keep to your allotted time
  • The session chair will use timecards to show you how much time is remaining
  • The session chair will use a bell to signal the end of your presentation
  • If you use all the allocated time, the chair will not allow questions and will move to the next speaker

Handouts

  • If you wish to provide handouts to attendees, email these to mail@conferencedesign.com.au. Handouts can be PDF’s, Word documents and web links.
  • Handouts will be added to your presentation in the conference website/app/online portal.

Publication of Slides

  • Slides will be converted to PDF and made available on the conference online portal
  • If you do not wish your slides to be published, please email mail@conferencedesign.com.au
  • If you wish to provide edited slides for publication, please advise us following your session and send a PDF version to mail@conferencedesign.com.au

Publishing Recorded Presentation

  • Recorded presentations will be available for attendees to view for three months following the conference
  • Access to presentations will be password protected and limited to registered attendees
  • Presentations will include additional material such as handouts, live Q&A and discussion forums

Copyright & Ownership

  • Authors retain ownership and copyright of their presentation and material
  • Ensure you have documented permission to use any images, music or other content in your abstract and presentation. Do not include any images copied from the internet. Getty Images and other agencies crawl the internet looking for images that have been copied without the appropriate licenses. You are liable for all copyright infringements that arise from your presentation.

Recording, Photography & Screen Shots of Presentations

Attendees agree to registration Terms & Conditions, which prohibit unauthorized photography, screenshots, audio, or video recording of conference material. We cannot enforce this rule completely, so you should assume a participant may take unauthorized recordings. You may wish to adjust the content of your presentation accordingly. Presentations in the online portal and conference app are available only to view and cannot be downloaded.

Audio-Visual (AV) Equipment

Each onsite session room will be equipped with:

  • Presentation laptop running Windows 10 or 11
  • Data projector
  • Screen or large monitor
  • Lectern
  • Microphone, including sound for your presentation
  • Lapel microphones
  • A clicker to progress your slides
  • A laser pointer or mouse for pointing

All presentations will be run from the presentation computer.

If you use a Mac, have a complex presentation, or require an uncommon program, we suggest you bring your laptop as a backup in case of difficulties loading your presentation. You will need to arrange this in advance with the AV technicians.

PowerPoint Presentation Tips

  • Slides should be in a 16:9 aspect ratio
  • Video and audio clips should be embedded in your slides rather than linked to external files
  • There should be no more than 5 x 1-line bullet points per slide
  • The optimum title text is 45 – 55 points and no smaller than 36 points
  • Body text should be at least 26 points
  • Avoid UPPERCASE letters as they are hard to read

Preparing and Uploading Presentation Slides (if required)

  • Prepare your PowerPoint slides in 16:9 aspect ratio
  • Embed any content such as audio or video; don’t link to external files
  • Presentation files should be named using your family name, the day and the time of your presentation (e.g. Brown-Saturday-1400.ppt)
  • You can upload your presentation before the conference using the link provided or take your presentation to the AV technician in your session room
  • If you upload your presentation before the conference, you can take an updated version to the conference
  • Bring your presentation on a USB as a backup
  • Check your presentation with the AV technician in your session room at least two hours before your session

Before the Session

  • Re-confirm your presentation’s session, date, time, and room in the conference app prior to your session
  • Arrive 15 minutes before the session starts to meet the session chair and AV technician
  • The AV technician will fit you with a lapel microphone that can used throughout your session
  • The AV technician in your room will assist you and trouble shoot technical issues in the unlikely event these arise
  • Familiarise yourself with the room layout and AV equipment

During the Session – Presentations

  • Join the session chair on stage at the commencement of the session, so you can move to the lectern quickly following your introduction
  • There is no requirement to deliver an acknowledgement of country – this is a personal choice. Note, there will be a formal Welcome to Country from local traditional owners at the commencement of the conference.
  • Please ensure you keep to the allotted time
  • The chair will signal the time remaining in your presentation (5 minutes, 2 minutes, 1 minute)
  • The chair will ring the bell when you must stop
  • At the end of your presentation join the session chair in the tub chairs located on stage for question & answer
  • If you use all your time, the session chair will not allow questions and will move to the next speaker
  • Please remain in the room following your presentation as the chair will use any remaining time for questions

During the Session – Panels & Discussions

  • Take your seat on stage prior to the commencement of the session
  • The length of your session is noted in the program and includes time for questions. Question and answer will typically follow the conclusion of the panel discussion. Please confirm this with your session chair prior to the commencement of the session
  • Session chairs have been instructed to end discussions after the allocated time, even if you are not finished, in order to keep the program to time

Question Time

  • Use a microphone when responding to questions
  • For individual speakers, question time is included in your presentation time
  • For panel sessions, question time will generally be held at the end of the last presentation
  • The chair will direct questions from the audience, the app and online delegates
ABOUT COAT

The COAT is intended to facilitate liaison and discussion between the heads of tribunals. It will support the development of best practice models and model procedural rules, standards of behaviour and conduct for members and increased capacity for training and support for members.

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