Dear ELUNA 2009 Presenter:

You are receiving this letter because your proposal to be a speaker at ELUNA 2009 in Richmond, Virginia has been accepted. Thank you very much for volunteering to be part of the program

Indicate your willingness to abide by these guidelines by sending an email reply to the track chair who sent you this message.

Guidelines

Content
The content of your presentation is up to you. The planning committee suggests that you first provide a broad overview of your topic and then focus on the specifics that will help the audience understand what you are talking about and why, and how it might apply to their sites.

Good presenters have a clear idea of what they hope to accomplish with their presentations. It might help to ask yourself these two questions:

• What is the objective of my session?
• By the end of my talk, attendees will be able to… what?

Please acknowledge to your track chair that you understand these Speaker Guidelines and that you have read the Presenter Information posted at http://el-una.org/web/presenter-information-0

Description
To help us post accurate session descriptions on the conference web site and in the printed program, we ask that you send us three pieces of information by March 16, 2009:

1. Your final session title in 20-30 words or less. Please use descriptive words that will help attendees comprehend your session content by reading the title.
2. Your final session summary in 100 words or less.
3. The intended audience of your talk. Please choose one of these options: novice, intermediate, advanced, mixed, or other.

Handouts
We encourage you to provide a handout for session attendees. You may hand-carry copies of your handout(s) with you or ship them directly to the hotel. For example, your handout might be a printed version of your PowerPoint presentation. Handouts are helpful as attendees will appreciate being able to take notes on the handout as you give your presentation. For guidelines on preparing handouts check out Presenter’s Tips located at http://el-una.org/web/tips-presenters-0

This is very important: Be sure your handout is readable. Sounds like a no-brainer but you’d be surprised how many handouts contain slides, tables, or charts that are too small to read. You are strongly encouraged to place no more than two PowerPoint slides on each page of your handout to maximize readability. In no case should you have more than three PowerPoint slides on a page.

Proceedings
As a presenter you will be expected to provide an electronic copy of your presentation for the ELUNA website. This is very important to ensure that people can revisit your talk after the conference. Presentation files must be submitted in PDF format.

Software
Each meeting room PC will have Windows, Microsoft Internet Explorer, Firefox, and Microsoft Office (PowerPoint, Word, Excel) (versions to be announced later). Please negotiate other software or hardware needs with your track chair. Software other than the standard package may not be available due to cost and/or technical reasons. Access to Ex Libris client software may or may not be available in all rooms. If you will need access to the clients, or other software please specify your needs to your track coordinator before April 3, 2009.

Visuals
For guidelines on enhancing your presentation check out the helpful information included in the Presenter’s Tips (http://el-una.org/web/tips-presenters-0).

This is very important: Test your presentation with a projector before you leave home! Colors that look great on a PC monitor often look faint or washed out when projected on a large meeting room screen.

Session Time
Don’t forget to reserve time for questions from your audience. And, please, use the full amount of time allotted for your talk. We realize that some presenters have been scheduled into a time period that is longer than they originally requested. Just do the best you can to use all of your time.

Equipment
Each room will be equipped with a PC, projector, and one or more microphones. Please note: Using your own laptop can result in unexpected compatibility and configuration problems. Technical assistance in the meeting rooms will be limited. Keep in mind that Internet connections sometimes fail, so have a backup plan, for example, a canned demo.

Cancellation
We understand that emergencies happen. If for some serious reason you cannot present, please inform your track chair or the co-chairs of the Planning Committee as soon as possible. If there might be another individual at your institution who could stand in for you, let us know. Otherwise, we are relying on you to give your talk as scheduled.

Deadlines
You are expected to meet all stated deadlines. If you have some extraordinary reason for not being able to do so, negotiate with your track chair as early as possible.

Send to your track chair by:

March 16............Final session title, abstract, and intended audience.
April 3..................Request for special software or equipment.
May 22................Presentation file(s) in PDF format. Or, give to your session moderator at the conference.