Preparing Your Presentation for the Library Assessment Conference

IMPORTANT DATES

All materials listed below should be received by conference organizers (laconf@arl.org) no later than 11:59 p.m. PDT. 

All presenters should also be registered for the conference by Monday, October 24

OCTOBER 24, 2022: Papers | Posters | Challenge Talks 

Format-Specific Instructions

  • Papers:
    • If you plan to present your paper live (in real time) at the conference, please submit a slide deck for your paper presentation.
    • If you prefer to pre-record your presentation, please submit the recording at this time.
    • All presenters should be available to attend the full session for live participation in questions and answers.
  • Posters:
    • If you are presenting a poster (all posters will be presented live), please submit your poster as a pdf file. Posters should be designed in landscape orientation for the best virtual viewing experience.
  • Challenge Talks:
    • Use the Quad Chart format for your challenge talk slide (see below)

Note: To ensure that our conference materials are accessible to all attendees, submitted content  will be made available in advance to registered conference attendees. 

NOVEMBER 1–3, 2022: Virtual Conference

Sessions Logistics

  • Conference sessions are generally 90 minutes, and we expect that you will be present for the entire session if you are included as a presenter.
  • Each session will include time for questions and answers.
  • Sessions may include papers only, posters only, or a mix of both.
  • Please be mindful of the time allocation to ensure that all presenters have their allocated time AND attendees have an opportunity for questions and answers.
    • Papers: 15 minutes
    • Posters: 5 minutes
    • Challenge Talks: 5 minutes
  • Presenters will be supported by two moderators in each session, as well as with technology support. Monitors will be responsible for introductions, facilitating questions and answers, monitoring chat, and keeping track of time. Prior to the conference, you will be contacted by your session monitor with additional details about the session.
  • Paper presenters will have the opportunity to share their screen and present live or have the moderator play the pre-recorded presentation. We highly recommend that you present live—this makes for a more engaged audience!

NOVEMBER 30, 2022: Post-Conference

  • Completed papers for inclusion in Conference Proceedings Due November 30, 2022
    • Papers should be 3,000–5,000 words in length for the conference proceedings. Word limit does not include abstract, tables, endnotes or references.
  • Optional: Assessment Accelerator presenters may choose to have slides, posters, and handouts included on the conference website. These materials will be available to the public.

Additional Instructions and Resources:

Poster Presentations
  • Poster are limited to 1 slide (the poster)
  • 5 minutes for presentation
  • Effective posters have a simple, clear design and easy-to-read font (limit to 1 or 2 font types). They should be visually appealing and able to convey information quickly.
  • For best presentation results,
    • Use 16:9 aspect ratio
    • Use high quality images
    • Design for accessibility: For accessibility guidelines, see these tips from ABA International

Additional suggestions and hints for successful posters:

Assessment Accelerators (as requested in Call for Proposals)
  1. Introduction: Explain the topic and its context in an engaging mini-lecture.
  2. Structured Activity: Include an activity to involve active engagement of participants.
  3. Extension: Facilitate guided discussion.
  4. Summary: Include key takeaways
Challenge Talks

A challenge talk utilizes a single slide that includes a structured abstract with these headings:

  • Key Project Details
  • Central Issue/Problem/Challenge
  • Complications
  • Lessons/Ideas/Questions

A template for such a “Quad” chart is provided here.

Recommendations for Recording Your Presentation

An easy way to create a recorded video presentation from your slides is to use the voice over feature built into PowerPoint. First, be sure your slides are finalized. Under the “slide show” tab, select the “Record Slide Show” button > start recording from beginning. This will put you in presentation mode, where you can press the spacebar or use the arrow keys/mouse to advance slides as you normally would. Remember to speak naturally and avoid reading your paper.

When you’re finished recording, press escape or navigate to the black screen at the end of presentation mode. If you need to re-record a certain slide, select the “record from current slide” option. Make sure you’re on the slide that you want to re-record before you select this. When you’re finished, export the file as a video, or “save as” an Mp4 file.

Here are a couple of step-by-step tutorials:

PowerPoint Voice-over Tutorial, by Joshua Johnson
You Can Make a Narrated PowerPoint Video!, by Microsoft Education

PowerPoint Presentations and Accessibility

To make accessible PowerPoint documents, adhere to the following principles:

  1. Create built-in styles via the master slide feature (avoid text boxes).
  2. Use appropriate text size, font, and colors (ensure that color is not the only means of conveying information).
  3. Include alternate text with all visuals and tables.
  4. Use meaningful hyperlink text.
  5. Use a simple table structure that specifies column and row headers.
  6. Ensure all text is visible in the Outline View and check the reading order.
  7. Save the document as a PDF.

For more information on ensuring that your presentation is accessible, see these accessibility principles to incorporate into your slide design.