Resources for Presenters

Procedures

Consider your presentation format: will you read from a script or share slides? Prepare your materials so that you have a plan for reading your script (printed? Phone? Laptop?) and for slide sharing.
Each room will have a laptop connected to the projector. To avoid time delays involved in connecting new devices, send any slides or visual presentation material to the CAPCON email address (cap.con@ubc.ca) by 11:59PM on April 2nd.
Please arrive at your session 10 minutes before its start time.
Make sure you have picked up your program and nametag at the reception desk in IBLC 380.
Introduce yourself to the other panelists, the moderator, AV tech support, and faculty support.
Set up your AV if necessary.
When it’s your turn to speak, look up at the audience as much as possible; speak loudly and slowly.•You should also keep an eye on the time. Presentations area maximum of twelve minutes. You will get a “wrap up” warning if you are going over time. That means you have one minute to quickly wrap up.
- An average page (double-spaced, 12 point font) takes 2 minutes to read out loud.
Enjoy the question period. If you have questions for other panelists, raise your hand and join in.

Things to Consider as You Prepare your Paper
An oral paper is a different genre than a written paper. Keep these things in mind as you write your “script” for the conference:

Think about your listeners and what information they will need to follow you. In an oral presentation, shorter sentences are easier to understand. Use names instead of pronouns where possible (so, “Smith argues”...instead of “he argues...”). Even if it may seem repetitive for you, it may not be for your audience who is new to your paper.

Think of yourself as writing a “script.” Make notes to yourself about places to pause or look up at the audience. Make notes about moments you might want to add something “off the cuff.” It won’t actually be “off the cuff” because it’s in your script, but your audience will feel like you’re really speaking to them.

Remember that your audience can’t read your in-text citations. You should put the names of people you quote in your sentence. So you would write: As Smith argues... “quote”...” instead of “quote” (Smith 70). You don’t need to say the page numbers. Just make clear, in your sentence who you are citing.

Generally, scholars present their work in the present tense (eg “I argue...” or “I’m interested in”).

Remember to use the “discursive I” to really present yourself as a scholar (or student-scholar) to your audience.

Frequently Asked Questions

What should I wear?

You should feel free to wear what you are comfortable in. It may be a good idea to dress slightly more formally than usual, since that’s what academics generally do when we attend conferences. We don’t dress for a business meeting or for a party, though. Just comfortable and professional.

"What happens in the question period?

All presenters will deliver their papers before the Q&A begins. During the Q&A, the audience will have the opportunity to ask questions. The questions are typically curious and friendly.

The Q&A will be moderated (or ‘run’) by your panel moderator, so you don’t have to worry about fielding questions. Just relax and wait to be asked about your project.

What do I do if I don't know an the answer to the question?

It’s okay to say you don’t know the answer to a question. It’s okay to remind the audience what you do know about, instead of trying to guess at something you don’t. You can say, for example, “my research was about XYZ, which is why I don’t know very much about ABC...”. You can also say something that the question makes you think about, that is related to the topic.

Tips for Showcase Presenters

The CAPCON showcase will run throughout the conference, from 10:00-2:30.

You will be given a number connected to a desk-sized space where you will be able to display poster boards, a laptop, and any other elements of your presentation. There will be no projectors or laptops available.

There will be three specific times (10:00-11:30, 12:20-1:00, & 2:00-2:30) in which conference-goers are invited to explore the showcase. You are encouraged (schedule permitting) to stand by your display and answer questions during the 12:20-1:00 slot, and welcome to do so during the other time slots, as well. At these times, conference guests will tour the space, stop at your display, and ask you questions.

You are welcome to leave your display up for the duration of the conference (people might come by at any time, not just in the scheduled times). However, you are responsible for your stuff. We will have student volunteers on ‘security duty’ but they are not responsible for lost or stolen items.

If you are concerned about theft (e.g. of a laptop), you should dismantle your display when you are not near it. Ask a volunteer about storing your stuff in our locked Green Room if you’d like to leave your display and come back to it later (but, again, that can’t absolutely guarantee its safety).

Procedures

Ideally, you should arrive around 9:30am while we are setting up for the conference. If you take your project down during off-times, please arrive for set-up at least 10 minutes before the display times.
Pick up your program and nametag at the reception desk in IBLC 380.
Volunteers will be available to help you set up and assist you with your AV needs.
You are responsible for taking down your exhibit at the end of the day, or during times when you cannot be at your station.

Frequently Asked Questions

Conference guests will check out your display and ask you questions. You may get few or several questions. They will likely be asked out of curiosity and interest. They might tell you something that your display makes them think about, or something that they want to know more about. They may even want to disagree with something you are showing or saying. It may be a good idea to prepare a 2-minute “spiel” that explains your display to people when they stop by.

It’s okay to say you don’t know the answer to a question. It’s okay to remind your questioner what you do know about, instead of trying to guess at something you don’t. You can say, for example, “my research was about XYZ, which is why I don’t know very much about ABC...”. You can also say something that the question makes you think about, that is related to the topic.

Tips for Roundtable Presenters

Procedures

As a group, consider your presentation format: take the lead from your panel moderator on elements of the roundtable like:
- Who will introduce the roundtable topic?
- Who will share slides or other visual materials?
- How long will each member of the group speak?
- In what order will the speakers proceed?
- Will speakers share slides? Read from notes? Plan in advance to move easily through each speaker’s slides.
Arrive at your session 10 minutes before its start time. Here is what you can expect once you’ve gotten into the room:
- Roles:
  - There will be a volunteer on hand acting as the room host; they will direct you to your seats.
  - If you have not brought your own moderator, there will be a moderator on hand. Connect with your moderator and tell them about any special needs or procedures for your panel (e.g., a guest respondent, extra context for your topic, or AV concerns).
Typically, all members of a roundtable speak before the Q&A begins. Your moderator will run the Q&A.
- Roundtable Q&As usually feature discussion among the presenters as well as interaction with questions from the audience.

Tips

Each room will have a laptop connected to the projector. To avoid time delays involved in connecting new devices, compile any slides or visual presentation material to the CAPCON email address (cap.con@ubc.ca) by 11:59PM on April 3rd.
Make sure you have picked up your program and nametags at the reception desk in IBLC 380.
Introduce yourself to the moderator, AV tech support, and faculty support.
Set up your AV if necessary.
When it’s your turn to speak, look up at the audience as much as possible; speak loudly and slowly.
You should also keep an eye on the time. A roundtable with five or six speakers should aim to have each person speak for a maximum of 4-6 minutes.
- An average page (double-spaced, 12 point font) takes 2 minutes to read out loud.
Have fun!

Tips for Moderators

Procedure

Please arrive at your session 10 minutes before its start time.
Make sure you have picked up your program and name tag at the reception desk in IBLC 380.
Introduce yourself to the panelists, AV tech support, and faculty support.
- If you are moderating a roundtable, ask the organizer if there is anything special they would like to be included in the introduction (i.e., additional respondents or extra context on the topic).
When it’s time to start...
- welcome the audience
- introduce the panel title
- request that everyone turn off their cellphones
- request that exits and re-entrances be kept to a minimum. Please ask everyone to stay for the whole panel.
If you are moderating a panel, introduce the paper titles and presenter names one at a time.
If you are moderating a roundtable, introduce the roundtable title, presenters, and any respondents.
As you listen to the papers, take some notes and prepare a question you might ask during the Q&A.
Keep an eye on the time. If a presenter is reaching the twelve-minute maximum time, flash them the “wrap up” sign. This means they have one more minute to quickly wrap up. [You can ask your faculty support to be in charge of this if you prefer. It’s important to keep the panel on track; also note, some students may have been allotted more time than others –check the program and consult your faculty support to see if this applies to your session.]
After all of the papers are over, invite the audience to ask questions. Do not invite questions until all of the papers are finished.
Select audience members with their hands up to ask the questions.
When the panel’s time is up, thank everyone for coming.

Tips

Consult the program closely so you know your start and end time. You need your panel to wrap up at its end time.
Make sure you know how to pronounce the panelists’ names and paper titles.
It’s always nice for every panelist to receive at least one question. If the audience has lots of questions for some panelists, and none for another, consider asking one to that panelist yourself.
Speak up and speak slowly!
Rely on your faculty support person if you have any questions or need any help.