2015 LEADERSHIP
CONFERENCE
PRESENTER GUIDELINES
Panel Presenters
Prepared by:
American Institutes for Research
2015
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TABLE OF CONTENTS
I.
Session Guidelines and Information ........................................................................ 3
Purpose................................................................................................................................ 3
Mandatory Breakout Presenters’ Webinar .......................................................................... 3
Additional Resources for 508-Compliance ......................................................................... 3
Copies of Presentations and Handouts ................................................................................ 4
Audiovisual Equipment Needs ..........................................Error! Bookmark not defined.
Registration for Presenters .................................................................................................. 4
Presentations for Post-Conference Webpage ...................................................................... 4
III.
Helpful Presentation Tips!..................................................................................... 5
Tips for Putting Together Effective Presentation Materials: ......................................... 5
Tips for Effective Presentations:.................................................................................... 5
Tips for Using Videos during Your Presentation: ......................................................... 6
Tips for Using Person-First Language ........................................................................... 6
Tips for Working with Interpreters ................................................................................ 7
Additional Tips for Working with Individual Interpreters ............................................ 7
Additional Tips for Working with Individual Interpreters…………………………….8
This document includes information that has been refined from the “Presenter’s Guide: Preparing a
User-Friendly Presentation” developed by The National Technical Assistance Consortium for Children
and Young Adults who are Deaf-Blind (NTAC). We thank NTAC for allowing us to share this helpful
information with our presenters. Please note that NTAC is longer a funded-project, but the National
Center on Deaf-Blindness can be contacted for additional information: https://nationaldb.org/
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I.
SESSION GUIDELINES AND INFORMATION
Purpose
Panel sessions are opportunities for participants to share and discuss ideas, issues, and effective
implementation and innovation strategies for improving results for children and young adults
with disabilities.

These sessions should be interactive and stimulating, address multiple perspectives,
challenge our current thinking, and provoke thoughtful discussion.

Panel sessions are scheduled for 90-minutes. Lead presenters should limit the number of
speakers to allow sufficient time for audience participation and discussion.

Presenters should plan to spend a portion of their session in discussion with
attendees and should have 2-3 guided discussion questions prepared to share with
participants.

Presenters can expect an audience of 50-100 people. Please be sure to read Sections III,
IV, and V of this document for further guidelines.
Mandatory Presenters’ Webinar
In following with OSEP best practices, all panel session presenters are required to submit
presentations and handouts that are 508-compliant. All panel session presenters must view a
mandatory 15 minute presenters’ webinar on this topic. The purpose of the webinar will be to
learn about 508-compliance and review information about the conference. Presentations will not
be uploaded into the conference mobile site unless it meets 508-compliance standards shared
with presenters.
The webinar is offered as a recording on the conference website. In order to be included in the
agenda, presenters are required to view this webinar by the date specified by your planning
lead. You will be required to complete a brief form that acknowledges your viewing of the
webinar in its entirety.
Additional Resources for 508-Compliance
Access the TA&D Network’s webpage with 508 Compliance Resources
Access the webpage for Interactive Accessibility
Access the Federal Government’s official webpage for How To Create Accessible Materials
Access the Department of Health and Human Services PowerPoint Document 508 Checklist
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Copies of Presentations and Handouts

All presentation materials (i.e., PowerPoints) must be submitted by the date specified in
the submission notification email or the presentation will not be included in the agenda.
In addition, presenters are being asked to include alternative text for any images
included in their presentation and handouts, adhering to OSEP best practices and
accommodating conference attendees who need additional support in viewing
presentations during the conference with reasonable accommodations and 508compliance standards. In addition to addressing identified 508-compatibility errors within
presentations and handouts, all presenters must also address any “Tips or Warnings”
indicated after running the accessibility checker. Electronic versions of PowerPoint
presentations and handouts will be included on the mobile conference website and the
conference website. A PowerPoint presentation template is available on the
conference website and should be used to develop presentation content. Please
specify the name of your presentation and lead presenter’s name when you send your
materials and save your presentation using the following format:
Title of presentation_Lead presenter name.
Important Note: When submitting your 508-compliant presentation and handouts, the
file sizes cannot exceed 10 MB and the file names cannot exceed 255 characters.
In an effort to be environmentally-friendly, paper copies of presentations and handouts
will not be provided by OSEP. Electronic versions of materials will be made available on
the conference website as well as in the app. You are encouraged to share electronic
versions of materials with attendees. However, if you choose to have paper copies, you
are responsible for printing all of your session handouts and incurring any printing
charges.
Registration for Presenters
All presenters must be registered for the conference.

You may register on the conference website at: conference registration page.

If you have questions about registration, please contact us at osep-meeting@air.org. All
presenters are expected to cover their own travel expenses. There is no registration fee
for the conference.
Presentations for Post-Conference Webpage
All presentations will be included on a post-conference webpage as a resource to participants and
others. If presenters make changes to conference presentations after the conference, revised
presentations should be sent to osep-meeting@air.org by the date communicated via email. If
you have no changes, the conference presentation submitted prior to the conference will be
posted on the website. All presentations must meet 508-compliance standards.
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III.
HELPFUL PRESENTATION TIPS!
The key word for these presentation materials is SIMPLICITY! The following ideas are effective
for all audience participants.
Tips for Putting Together Effective Presentation Materials:

Use the provided PowerPoint template.

Present only one idea per visual. It is better to use several visuals that are easier to
understand than one complex visual.

Simplify the information. Wording should be brief and concise. Expand the content by
explaining it to the audience. Keep words on each slide to a minimum.

Use a lot of white space so the readers can focus on the content.

Use key words instead of complete sentences.

Never use all capital letters. Initial caps followed by lower case are much easier to read.

Use at least an 18-point font size. 20–24 is better.

Simple, bold, block-type print is the most effective. Good sans serif typefaces include
Verdana, Arial, Helvetica, and Univers.

Use contrasting colors in presentations for readable type.

Avoid busy or dark backgrounds.

Limit the use of colors on each slide.

Use simple graphics. Avoid large and/or complicated tables.

Don’t include large amounts of very small text (as in photocopying a journal article).

Test your slides or overheads by projecting them with the projector you will be using.

For personal computer (e.g., PowerPoint) and slide presentations, allow plenty of time for
people to read each slide before switching.

For more ideas for effective PowerPoint presentations visit the following url:
http://www.garrreynolds.com/preso-tips/
Tips for Effective Presentations:

Describe the graphics for those who may have difficulty reading the slides. This is also
helpful for interpreters.

Provide hard copies of visuals and offer alternative formats, if necessary. If using
PowerPoint handouts, printing two slides per page is preferred for legibility.
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
If you will be presenting in a very large room (e.g., hotel ballroom) with many
participants, test the format of your visuals from various angles and distances to ensure
all participants will be able to see them.
Tips for Using Videos during Your Presentation:

Give a brief summary of the video prior to showing it. Draw a connection between what
you are presenting and what they will observe in the video.

Hold a microphone near the computer speakers so translators and interpreters can hear
the audio portion of the videotape.

Use only closed captioned videos if people who have hearing impairments are in the
audience.

Do not use videos in a very large room (e.g., ballroom) unless a rear projection screen
and 8–10 foot screen is used.
Tips for Using Person-First Language
The way a society refers to its members who have disabilities shapes its beliefs and ideas about
them. Using person-first terms can foster positive attitudes towards individuals with
disabilities. Person-first language emphasizes the person, not the disability. It is easy to get
trapped in old language habits. However, a few adjustments can ensure that all of us, regardless
of our abilities and disabilities, use language that is accurate and shows respect for individual
differences. (“Person First,” 1992)
To describe differences accurately and in ways that convey respect:

Put the person first in word and thought

Tell the truth without adding judgment

Do not include a person’s differences if they are not relevant to the information you are
sharing
Exhibit 1. Examples of Person-First Language
Person-First Language
Language Not to Use
People with disabilities
The handicapped or disabled
He has Usher syndrome
He’s an Usher syndrome student
He has a learning disability
He’s learning disabled
She uses a wheelchair
She’s wheelchair bound or confined to a
wheelchair
Typical kids or kids without disabilities
Normal and/or healthy kids
He receives special education services
He’s in special ed
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A person who is deaf-blind. Although many adults A deaf-blind person
who are deaf-blind prefer to be referred to as a
deaf-blind person.
She is an individual who is deaf-blind, she is
deaf-blind or she has a vision and hearing
impairment.
She suffers from deaf-blindness
A person isn’t handicapped—certain situations
may be a handicap. Example: “Sam uses a walker,
therefore the stairs are a handicap for him.”
He is handicapped
Tips for Working with Interpreters
The interpreter’s responsibility is to interpret auditory and visual information into sign language
and to interpret everything that the person who is deaf or deaf-blind signs into spoken English.
This job demands all of the interpreter’s time and attention. The interpreter does not share
opinions or give advice. She/he is required to remain neutral. The interpreter conveys the
emotions and message of the people involved in the event and does not add or delete
information.

A common misunderstanding by presenters working with an interpreter is that slower is
better. Although a rapid presentation may be a problem for the interpreter, speed is not
always the problem.

The problem is sometimes due to a lack of understanding of the message that a presenter
is trying to convey. Remember, the interpreter is representing you and your message to
the individual who is deaf or deaf-blind. Therefore, the more information the
interpreter has in advance, the more accurate this interpretation will be.

For interpreters to convey the message clearly, it is helpful to know the content of the
presentation and what you want the participants to take away from your presentation.
(“Working with an Interpreter,” n.d.)
Additional Tips for Working with Individual Interpreters

Provide the interpreter with any written information relevant to the presentation before it
begins. Items such as agendas, handouts, overheads, and copies of written documents you
refer to can be invaluable.

As part of your presentation, be sure to specifically point out the key points you want the
audience to learn and conclude by summarizing these key points again.

If your presentation contains highly technical language, review some of this terminology
with the interpreters before the presentation or provide materials they can refer to during
your presentation.

Discuss ways for the interpreters to ask for clarification during the presentation (e.g.,
verbally request clarification, raise hand when they need you to slow down).
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
The interpreter should be positioned so that the person who is deaf or deaf-blind can see
you and the interpreter at all times.

Because interpreters are translating information from one language or mode to another,
there is often lag time or a delayed response from the person who is deaf or deaf-blind. It
is not unusual for a remark, laugh, or question to come a bit after the general audience.
When these comments arise, take time to address them, as appropriate.

If reading a speech or document, pause at the end of important points. This will assist the
flow of interpretation.

Avoid direct light sources on those involved in the interpreting situation. Bright lighting
will affect those relying on visual language. Reposition yourself, if necessary, during the
presentation or question/answer time.

When using technology in your presentation (e.g., LCDs, videos, audio clips) be sure that
the information is accessible to the entire audience, such providing closed-captioning for
videos and dimming instead of turning off room lighting to help reception of visual
language users.
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