IUG 2006 Conference Guide for Presenters & Coordinators


Table of Contents

Purpose and Scope


The Innovative Users Group (IUG) is pleased to provide a forum for its members to present interesting ideas. This Guide for Presenters is created to provide practical assistance, not only to first-time presenters, but also to experienced speakers, especially if they have never attended one of the IUG meetings.


This Guide does not address questions of content, but concentrates on protocol (or etiquette if you prefer) and mechanics. It is divided into two sections: Preparation and Delivery. Please address any comments or additions to this document to the IUG Program Chair (Corey Seeman).


Program Coordinator
There is usually one Program Coordinator for each program at the conference. The Program Coordinator is responsible for communication between the presenters and the IUG's Program Committee. Sessions offered by Innovative Interfaces (not including their participation in IUG sessions) typically do not have a coordinator.
Each program may have one or more Presenters; in the case where there is only one Presenter, that person is also the Program Coordinator.
Program Committee Chair
The Program Committee Chair for the 2006 IUG Conference is Corey Seeman.
The Program Committee members are: Corey Seeman, University of Michigan; Cheryl Gowing (IUG Chair), University of Miami; Paddy Satzer, St. Thomas School of Law; Jen Fritz, Dartmouth College; Colleen Cuddy, New York University Medical Library; Lynette Erhardt, Tulsa City-County Public Library; & Carol Gyger, Fort Collins Public Library.


Selecting a Topic

Topics at the IUG Conference tend to be practical and instructional in nature. How you use the system, teach others how to use the system, work around the system's rough edges, or extend the capabilities of the system are all areas that lend themselves to presentations. Ideas can come from previous conference presentations, discussions on the INNOPAC list, or your own experiences.

The IUG encourages programs to be inclusive of all of the library types in which Innovative installs systems. While not true of all topics, most presentations have applications in more than one library type.

There are a number of ways to find people to help you if you don't want to tackle a topic all by yourself or you want to lead a session with panelists. One way is to approach other people you have seen or heard speak on the topic, or those who post messages on your topic to the INNOPAC list. (You can use the search engine on the INNOPAC list archives to find those who have posted on similar topics.) You can also post a message to the INNOPAC list about your interest in a topic and desire to find co-presenters or panelists.

Your Presentation

Concentrate on the main points you want to make. We recommend that you consider the following important points when putting your presentation together.

Please be sensitive to the diversity of types of libraries in the audience (public, school, special, law, medical as well as academic). When there are differences, more than one library type's point of view should be presented. You can do this by including co-presenters or panelists from other library types, or include examples of your topic from other libraries.

Start your presentation by outlining the structure of the talk, i.e. the titles of your main sections. Then summarize the main points of your talk at the end. The old guideline for preachers and politicians is still true for Conference and technical presentations:

  1. Tell the audience what you are going to tell them
  2. Tell them
  3. Tell them what you've told them
  4. Outlines are very useful as a slide in your presentation. Also consider including information in the slide title to let people know where you are in the talk. It will be helpful after the fact as people start reviewing the materials.

Remember: A short, effective presentation concentrating on the main points of your work makes a more lasting impact on the audience than a longer, diffuse one.

Program Materials

Having written program materials is almost always a good idea, especially if you wish to draw attention to textual material, bibliography or visual details during your presentation. Program materials will be made available in advance of the conference, which will help people make decisions about which sessions to attend. The deadline for submitting materials is : April 12, 2006

As in past year, program materials will not be available in printed form during the conference, either in a conference notebook or distributed in individual sessions. However, they will be added to the IUG website prior to the conference and linked from a special page for your program so that those interested can print them off and bring the program materials with them, as well as refer to them online after the conference is over.

If you want to have something to hand out at the session, consider a one page handout that might have links to your conference material page on the IUG website and other resources.


Slide Preparation

It is now increasingly the case that audiences assess the technical quality of what you say, not only by what is in your presentation, but also by the effectiveness of your visual aids. Someone who has prepared carefully for the session will come across more effectively and make a better impression.

The trend today is to use computerized presentation software, usually PowerPoint. Below are some "Do's and Don'ts" guidelines for creating your slides:

While many colors are available, try to use no more than three. That is: black, red, blue, green; or black, red, and brown. Use black for axes on graphs. If you are making a pictorial sketch, more colors can be used if it appears naturally that way. Remember that handouts produced from your PowerPoint slides will usually be printed in black and white, so color distinctions will be lost. Handouts are easier to read if they are prepared with a light background with dark text. You may want to prepare two versions of your slides - one optimized for black & white quick printing, the other for the live presentation.

Transporting Your Slides. Keep your presentation on a Flash Drive, CD, or diskette with you in your carry-on luggage along with the copy on your laptop. Don't send them in checked baggage -- they may not arrive with you at your destination. If you can, place a copy of the latest file on webspace that you have OR email a copy to yourself. With PPT files, it is better safe than sorry. Remember that the quality of your presentation depends upon you, your voice, and the visuals -- all three integrated during your presentation.

Audio/Visual (AV)

We will not supply computers -- you must bring your own laptop, software etc. The Conference will supply table for four, podium w/microphone, lavalier microphone, computer data projectors, data connection, video cables, and power connections for each room. Program Coordinators will have an opportunity to specify additional AV when contacted by the AV Coordinator. We will try to accommodate requests whenever possible. The deadline for submitting special AV requests is February 28, 2006. Please submit your requests to Carol Gyger, cgyger@fcgov.com

Given the time allocations in the program, we need to have very efficient change-overs between presenters. Consider loading presentations from all presenters on the same laptop. This eliminates change-overs in equipment and makes sessions run more smoothly. Be sure to test your equipment beforehand but be prepared for hardware or software problems and be ready to speak without these tools if necessary. Laptops can give very effective presentations (e.g. PowerPoint slides with fades and dissolves between successive frames) and for interactive demonstrations -- but we have seen many examples of laptops not working during the actual presentation even though they have been tested beforehand.

If you are sharing a laptop, make sure that special fonts are loaded on the computer and that it can run your presentation. This is normally not an issue except if you use special slide animations or some multi-media in your slides.

If you are sharing a presentation slot with another speaker and you have different programs, please be sure that you do not go over your alloted time. It is inconsiderate to hog all the time and leave other speakers with little time to share their work.

Live Internet access will be again available for every program. You may prepare live demonstrations. However, in case of unexpected networking difficulties, we highly recommend that you still prepare screen captures. You may also want to practice switching to your canned presentation in the event of connectivity problems. Note: These will be 'wired' connections, not wireless.


All presentations must be presented in English.

It would be best to practice your completed oral presentation at least one time in front of a live audience which approximates the level of expertise you might expect to encounter. They will provide the best barometer of the effectiveness of your presentation.

Above all else, make certain that your presentation will be (not "can be") delivered within the time allotted. If possible, aim for making the presentation short by a couple of minutes. Program Coordinators are requested to hurry or even stop speakers who exceed their limit to ensure all speakers are given their share of time for presentation.


Prior to your Talk

During your talk

Suggestions for Effective Presentations

Question/Answer and Discussion Periods

For Program Coordinators

Return to IUG Denver 2006 • Return to Innovative Users Group

Updated by Corey Seeman, March 1, 2006
Updated by Cheryl Gowing, February 16, 2005
Updated by Carol Wu, February 23, 2004
Updated by Anne Myers, January 5, 2003
Created by Peter Murray, 2000