Guidelines 
for
Speakers

Audio-Visuals
Handouts/Syllabus Materials
Disclosure Statement
Speaker Biography Statement
Moderator Guidelines
Poster Presentations

Please remember to:

-Speak slowly
-Speak clearly
-Speak up!

Audio-Visual Standards

 Equipment supplied by NESA:

• Laser Pointer
• Computer (Data) Projector (1024x768)
  [remote control for slide advancement is highly desirable, but not a necessity]
  
• Computer: 

• Operating System: 
  Windows XP Pro
• MS PowerPoint 2003 for PC
• CD-ROM drive
• USB Port

Checklist for AV Tech

Meeting Facility will supply:

• Podium
• Projection Screen, min. 12' diagonal
• Projector/Computer Table
• Electric extension cords with adequate sockets sufficient to reach & power projectors and computers at podium and projector table
• Clip-on Wired and Desk Microphones and 
  Sound System (if wireless system, spare batteries must also be supplied)
• Conference room must have BLACKOUT SHADES on all windows
• Conference Room must have variable lighting, preferably on dimmers. Front of room DARK (near projection screen), MIDDLE of Room soft light, for note taking, REAR of room brighter, for people entering/leaving.

We do not accept presentations in 2x2 35mm slide film format 
(i.e., no Carousels nor overhead celluloids).

Preparing your PowerPoint Presentation

Format 1: Burned to a CD-ROM Disc.
Format 2: Saved on a USB FlashDrive.
Format 3:  Saved on a Laptop PC (only for presentations with complex video codecs that would require translation/importation to the host PC)

For Formats 1 and 2: Saved to digital media

I. Please come equipped with a CD-ROM or FlashDrive burned with the complete presentation, saved 
in PowerPoint for Windows, preferably saved in PowerPoint 2003 format. All presentations must be created in Microsoft PowerPoint for WINDOWS. This is the de facto universal format for medical presentations, and is widely available.
All presenters should use the PowerPoint for Windows Pack and Go option (File--> Pack and Go) to ensure that all necessary files and fonts are included. It is even more critical that persons using the ‘graph and equation editor’ and non-English version of Windows use Pack and Go . Please choose to ‘embed True Type fonts’ and include Linked Files. The player should not be included. 

After packing the presentation and burning it on a CD or copying it to a USB Flash Drive, we STRONGLY suggest that you load and open it ON ANOTHER COMPUTER to be sure that the media is readable. Sometimes, by error, discs are saved in a format that is readable only by the computer that created it. It's also wise to include a copy of the original uncompressed files.

Note to MAC users
Pack and Go is available on most recent versions of Office for Macintosh. Mac users should check ‘append extension’ when the option is offered during saving. PCs require a 3 letter code at the end of the file as an identifier. All PowerPoint files should be named: filename.ppt. Movies should be named based on what they are (filename.avi, filename.mov, filename.mpg).

II. PowerPoint files must be saved using presenter’s last name - date of talk - time of talk (military time) (which will be provided on the NESA web site prior to the meeting). 
Example: Smith–Mar27-1430.ppt

Organization of Additional Files

In order to make organization easier, please use your last name-01, 02, 03, etc. 
when naming additional files, such as movies or sounds (smith-01.mov, smith-02.avi, 
smith-03.avi, etc.). 
This will need to be done before importing them into PowerPoint. The number need not 
reflect the order in which the movies run in the PowerPoint presentation.

For Format 3: Using the Presentor's personal Laptop

If the Speaker's Presentation includes video material or segments which have been demonstrated to display appropriately on the Presentor's personal laptop machine, the easiest and most predictable solution is to use the output of that machine. 

To assure compatibility, the Presentor laptop must:
a. Format the External Output to XVGA (1024x768) quality. Widescreen formats will be distorted when projected.
b. have an external Power Supply, which can use 110V AC Power supplied at the podium.
The Speaker is thus responsible for controlling the entire presentation from the podium.

III. Please submit your presentation to the A/V tech PRIOR to the beginning of the day's Scientific Session. Make sure your CD or Flash Drive is labeled with your name and presentation data.

Syllabus Guidelines

We ask that you NOT include any reprints or copies of materials that are freely available to the public. This includes journal articles.

II. COURSE MATERIAL PRESENTATION.

A. Cover Page.
B. Format - Narrative text should be typewritten, single-spaced text and double-spaced between sections (in the same form as these guidelines). If in Outline Form, use Double-Spacing.

1. Margins and Paper. Use one-inch margins on the left and right hand side of white letter-size paper.  Your name and affiliation will appear on the title page.

2. Pagination. Number pages beginning with the number “1.”  The page numbers should be placed at the bottom center of each page.

3. Materials should be limited to 10 pages per lecture.

C. References. Please use standard National Library of Medicine (NLM) format.

III. EDITING- In order to print course materials as quickly as possible, we will neither edit nor proofread your manuscript. It will be reviewed for adherence to preferred format and sent to the printer. Send us a computer-generated version (MS Word for Windows, Adobe Acrobat .pdf)  to enhance quality of reproduction. 

IV. SUBMISSIONS - Keep a good copy of your furnished materials. Please supply an electronic copy of your materials. You may e-mail the electronic version to nesabox1@verizon.net, attention Beth Arnold.  If we have difficulty with your electronic version, we will ask you to mail us a hard copy. Please submit your course materials by the given deadline. This ensures that they can be professionally reproduced, shipped and distributed at the conference.

V. Please remember to obtain copyright and author’s permission. Please include the written permission with your materials. We will be glad to assist you with this task. 

VI. STYLE - In general, write to educate.

A. Write for Your Audience - Know your audience (Physicians, CRNAs).

B. Emphasize the Practical - Forms, checklists, and sample documents are in great demand at all CME  programs and can be excellent educational devices as supplements to your presentation. Be sure to include them if they are at all relevant to your subject.

C. Structure - Try to organize your materials in a hierarchical format in a way that clarifies and simplifies your subject. 

D. Bibliography/References - It is important to include the complete  reference if you use it in your presentation, especially if abbreviated on the slide.

VII. COPYRIGHT –NESA holds the copyright only to the collective documents. You retain the rights to your individual work. Therefore, by submitting your material, you are granting to NESA a license to publish your material and to use all portions thereof in derivative works. To help us implement this policy we ask all presenters and authors to sign a consent form. You will receive instructions under separate cover. 

Disclosure Statement

Please disclose this information to the audience at the beginning of each presentation.

Speaker Biography Statement

Please submit this Biography Statement to the NESA Office by August 1, and bring a copy to the Meeting for your Session Moderator.

Sample Bio Info:

John Doctor is Professor of Anesthesiology and Critical Care at Wesleyan University Hospital in East Conshohocken, PA. Previously, he was Director of Pain Management at University of Pennsylvania. He has served on several committees of the American Society of Anesthesiologists. and is currently Director of District 22. 

Dr. Doctor has authored numerous journal articles on Pain Management, and has given two Refresher Courses  at the ASA Annual Meeting. 

He is a graduate of Mellon University and Yale School of Medicine.

Moderator Guidelines

b. Announcements at your session introduction. These should include such things as last-minute changes in the presentations, location of rest-room facilities, how questions to speakers will be handled, completion of Speaker Evaluation Forms, and timing of any breaks. These announcements contribute to the smooth functioning of the meeting and to the attendees' gaining the full benefit of the meeting experience, so please don't gloss over them.

c. Introduce the session based on your preparatory reading of the presentation abstracts or papers and your meetings with the Speakers. Attempt to tie all the presentations into a cohesive whole. This is, occasionally, a challenge.

d. Order of Presentations: Sometimes the order of presentations may be changed due to late arrival of a speaker, or due to A/V technical considerations. 

e. Introducing Speakers: Use the biographies you have acquired from the Speakers to prepare brief introductions. 

f. Timing of Presentations: The time allotted for each speaker is printed in the Meeting Program and course syllabus. Usually each talk is 30' in length. Please discuss with each speaker the importance of adhering to the allotted time, and that you will signal them if that time is exceeded.

g. Questions after Presentation: In the First Day Scientific Session, all questions for Speakers are saved for the evening Cracker Barrel Session. Encourage the audience to write down questions for submission at that time. 

At the Second Day Scientific Session, questions are held until the last speaker has finished, and are received at the Questions & Answer Session at which all speakers are seated in Panel format. The Moderator should  be ready with a few questions for each speaker to stimulate audience participation as necessary. For the benefit of all the audience members  it will be necessary for you to be vigilant about ensuring that speakers both (1) use the  mike and are properly amplified, and (2) repeat the questions from the floor.

h. Ending the Session: We encourage you to provide a brief summary of the session at its conclusion. Please thank the speakers. Remind the audience that CME credits will be granted only upon completion and return of the Speaker and Conference Evaluation Forms.



If you have any questions please contact:

Beth E. Arnold
NESA headquarters
(781)-834-9165
e-mail: nesabox1@verizon.net

Guidelines for Preparing 
Scientific Posters

The maximum size of each poster is 4ft high by 6ft wide. 

A clear, simple, uncluttered arrangement is the most attractive and the easiest to read. 

The title lettering should be approximately 3" high, with authors' names and affiliations in somewhat smaller print. 

All lettering should be legible from a distance of approximately 5 ft.  Type size should be at least 24 point, in bold style. The typeface chosen should be a simple and clear one (e.g., Helvetica or Arial). 

Color should be used sparingly, to provide contrast. The featured parts of the poster can be highlighted with warm colors, and the less important parts can be done in cool colors. Some suggestions for color combinations are as follows: Green on white, red on white, black on white, blue on white, white on blue, and white on black. 

Illustrations should be simple and eye-catching, with unnecessary detail left out. If possible, convert tables to graphic displays. Pie graphs can be used to show parts of a whole, line graphs can be used to show trends or changing relationships, and bar graphs can be used to show volumes. 

Photos should be enlarged enough to show relevant details. 

Standard computer printouts do not work well on posters because the type is too small and the lines are too thin to be seen from a distance. 

Patient confidentiality must be protected. No names may appear in illustrations.

A-V Tech 
Equipment Checklist

• Laptop Computer
• Projector
• Extra Bulb for above
• Video Switchbox (A-B)
• 25' VGA Cables
• Laser Pointer
• Small Flashlight
• Tape: Gaffers (to tape cords to floor)
• Tape: to label cords (you'll have many)
• Sharpie Magic marker
• Extension cord 50'
• Two Powerstrip outlet boxes
• Remote Control for slide advance from podium