Oral Presentations Guidelines

Presenters should give an opening statement to acquaint the audience with the nature and purpose of the research. Discuss the same material as reported in the abstract. Be sure to limit the presentation to the time allotted. Rehearse your presentation beforehand, timing it. Often the actual delivery of the speech takes longer than the rehearsal. Remember that PowerPoint slides add seconds to the talk. The courtesy of staying within your allotted time will assure presenters equal time on the program and allow the audience the opportunity to ask questions. Know what to omit if you start to go over your time alloted. Session moderators will hold you to the allotted time.

The average 8 1/2 x 11 inch page, typed, double spaced with one-inch margins contains 250 words. The average speaker can present approximately 6 of these pages in 12 minutes. Have text that is highly legible (double spacing helps) with well-marked cues for visuals; number the pages so that sequence can be maintained.

LCD Projectors and computers are included as part of the standard audiovisual package in each scientific session room. This technology will enable presenters to upload their PowerPoint presentations in advance of the meeting and have them pre-loaded on the APHA session computers. Individual presentations then begin with a click of the mouse. Take advantage of this technology and be a part of the E-ssentialLearning experience. Note: roundtable and poster sessions cannot be recorded.

Using PowerPoint
PowerPoint is recommended for all oral presentations. The APHA Disability Section’s Accessibility Committee has developed Guidelines for Accessible PowerPoint Presentations (PDF) as well as a PowerPoint Template (PPT) for creating accessible presentations.

Detailed instructions on how to use PowerPoint, including how to add pictures, animation and to create charts and graphs can be found at www.microsoft.com.

Upload PowerPoint Presentation
Once you have created a PowerPoint presentation, you can upload the file free of charge. PowerPoint files should be 35MB or less in order to upload in advance. If you are using materials in your presentation (pictures, charts, graphs, etc.) that are not original work, remember to cite the original source. If you are drawing heavily on another source, it is incumbent on you to seek permission from the original source to use the material. You can upload your presentation in the Speaker's Corner.

NOTE: If your presentation has embedded video or sound please notify donna.wright@apha.org no later than October 1, so that a sound patch or speakers can be requested.

Uploading Handouts 
Oral Session presenters can upload their handouts in PowerPoint or PDF format ONLY at no charge prior to the Annual Meeting so that they will be a permanent part of the Online Program, visible to everyone. The handouts will be available by hyperlink from the Online Abstracts.

Reaching Blind, Low Vision, Deaf and Hard of Hearing Participants

• Before you begin speaking, make sure that sign language interpreters have a copy of your presentation.
• Speak loudly, clearly and directly into the microphone at a moderate pace.  This practice promotes understanding in the audience and allows sign language interpreters or CART transcribers time to translate what you are saying.
• Look at your audience rather than the screen or your paper.  Shift your gaze to include everyone.  Keep your hands away from your mouth so that people who speech read can understand you.  Use active words, short sentences.  Words should reinforce visual material.
• Describe slides briefly.  Example: “This slide covers these three key points…”  “This graph illustrates these key points.” 
• Avoid pointing to something on the slide and using words like “this, that, these, and those”, unless you indicate what “this” means.  Example: This map shows…, These results indicate…”.  Not “This shows…”    People who can’t see you pointing to a slide don’t know what “this” used alone means.
• Always repeat all comments and questions into the microphone.
• Videos used in presentations should be captioned if possible

For those people interested in your data, you may consider distributing copies of your paper on request or taking advantage of the ability to upload your paper to the Online Program, so that they become a permanent part of your abstract. Papers and materials for your presentation should be sent ahead to your hotel, addressed to your attention and labeled "Hold for Arrival" or brought with you. Do not send any materials directly to the Convention Center.

Room Monitors
APHA hires room monitors who are responsible for double-checking the room set-up and the audiovisual equipment prior to the starting time of your session. They will also take an official count of the attendance at the meeting and check that attendees have appropriate name badges. Because the monitors are assigned to several sessions at the same time, they are not able to remain in the room throughout the session.