Instructions for Session Chairs, Presenters, etc.

This page contains instructions for Session Chairs, Presenters, Breakout Session Facilitators, Exhibitors, and Poster Sessions.  It also contains a Presentation Policy and  Guidelines for Presentations.

 

Instructions for Session Chairs

1.  Make sure, in advance, that all speakers have provided an electronic copy of their presentation to the workshop audio/visual staff.  They will load all presentations on one personal computer that is attached to the projector. This will facilitate the presentation process.

 

2.  Introduce the speakers.  Make this very short --- usually name, company, and current position are enough.  If someone wants to know their life story, they can ask them during a break.

 

3.  Make sure the speakers have the microphone properly hooked to their tie or shirt.  Make sure they have a pointer if they want one.

 

4.  Keep the session on time, including stopping speakers if they go too long.  Plan about 20 - 25 minutes for each presentation. This will allow about 5 - 10 minutes for discussion.  If a speaker looks like he/she may be running too long, at about 22 - 23 minutes into the presentation, ask them to start their wrap-up.

 

5.  Allow discussion of each presentation, within the time limits that are allowed.  Make sure that one or a few people don't dominate the conversation.  If the discussion looks as though it may run too long, say that people with remaining questions will need to contact the speaker during a break or during the panel discussion that will follow the session.  Have at least one question ready for each speaker, in case the discussion from the floor starts slowly.  Make sure there is a microphone that can be passed to anyone in the audience who wishes to ask a question.  He/she should state his/her name and affiliation.

 

6.  Chair a panel discussion at the end of the session.  The panel can consist of the presenters in the session and/or others who are interested in this subject of the session.  Again, have a question or two ready to prime the discussion.  The goal here is to promote discussion of this particular area of technology and/or business.  It is OK to discuss both good and bad experiences, things that work and things that don't work.  People from the audience can also make statements, as long as they don't get too carried away, or become commercial.  Make sure that there is a microphone that can be passed among the panel participants and a microphone that can be passed to any speaker in the audience.

 

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Gas-Lift Workshop --- Presentation Policy

We encourage preparation and presentation of high quality, non-commercial, technical or business presentations in the area of gas-lift operations.  The Workshop Steering Committee will review all presentations before final approval. Presentations found to be unacceptable may be revised as necessary by the author(s).  If they are not, they will not be included in the program.  Presentations will be reviewed for:

We encourage presentations on:

We encourage presentations that cover areas related to gas-lift, such as:

We encourage participation and presentations by Operating Companies, Service/Supply Companies, Universities, Consultants, and others.  Joint presentations are encouraged but are not required as long as the other guidelines are met.

 

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Guidelines for Presentations

The following guidelines are to be followed in preparing presentations to be given at the Workshop.

  1. PowerPoint.  All presentations shall use PowerPoint slides.

  2. Font  Sizes.  Font sizes on presentations should not be smaller than 18 point.  If you stand 6 feet from your computer monitor (or flat panel) you should be able to read all of the information that is on the slides.  As another guideline, you should be able to stand in the back of a large room and easily read all of the information on the slides.

  3. Cover Slide.  A "standard" cover slide may be distributed by the Workshop staff.  It is not required that this be used, but it is recommended so that there will be a consistent look for the presentations.

  4. Presentation Format.  As indicated in #3, the Workshop staff may distribute a suggested presentation format.  This is optional.  However, there are a few required elements.  The title page must contain the name and date(s) of the workshop.  The footer on each page must contain the date(s) of the workshop, the name of the workshop, and the page number.  It is recommended that the cover page contain a reference to the organization(s) that are coordinating/organizing the workshop.

  5. Logos.  Company logos and/or other identifying information may be placed on the title slide and, if desired, the last slide.  They may not be used on the other slides of the presentation.  However, if the presentation includes computer generated forms, graphs, etc., and if these have logos on them, this is OK.

  6. Computer Projector.  All presentations shall be made using a computer projector.  Use of an overhead projector or a slide projector is not allowed.

  7. Presentation Length.  Presentations are normally scheduled for 30 minutes, which includes approximately 20 minutes for the presentation and 10 minutes for questions and answers.  If a different amount of time is required, this must be negotiated with the Workshop staff. 

  8. Number of Slides.  A rule of thumb is to have a maximum of one slide per minute of presentation time.  Therefore, for a 20-minute presentation, the maximum number of slides should be 20 or less. 

  9. Commercialism.  Presentations may NOT be commercial in nature.  However, it is allowed to identify products, goods, equipment, techniques, processes, and services etc. by name.  It is not allowed to compare items from one company with items from another company. 

  10. Joint Presentations.  Where appropriate, joint presentations by Operating Companies and Service/Supply Companies are appreciated.  However, these are not required.

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Instructions for Presenters

1.  Provide biographical information to the session chairperson in advance of the session.  Normally, only your name, company, and current position are needed.

2.  Provide your PowerPoint presentation to the workshop audio/visual staff before the session.  Hopefully, this will have been done well before the session by e-mail.

3.  Each presentation is scheduled for 30 minutes. This is approximately 20 minutes for the presentation and 10 minutes for questions and answers.

4.  A general "rule of thumb" is that it takes 2 - 3 minutes to explain each slide (PowerPoint image).  With 20 minutes for the presentation, this means that the total presentation should contain 7 to 10 slides.  The maximum should be less than 20 slides.  If you have more than this, you will either need to rush, or you may be cut off.  Neither of these are desired.  It is good to practice beforehand and make sure your presentation fits the allowed time.

5.  Your PowerPoint presentation will be loaded on a "workshop" PC before the session.  You may advance the slides yourself, or you may ask the workshop A/V staff to do it.  Your choice. Your presentation will be loaded on the workshop web site after the workshop, so all attendees will be able to obtain a copy of it.

6.  Please think about your audience.  First, they need to be able to clearly hear you.  Make sure that your microphone is properly mounted on your tie or shirt.  Test it by asking the audience, especially those in the back, if they can hear you.

7.  The next most important thing is the visual presentation of your material.  Test your presentation before hand by standing in the back of a large room and verifying if you can read your slides and see the important images.  If you can't, make the text larger.  Normally, the smallest font size should be 16 or 18 point.

8.  Avoid showing copies of computer printouts and other images that are in small type.  People can't see them and they are a distraction.

9.  If you use an electronic (laser) pointer, try to hold it as steady as possible.  A continuously moving pointer is very distractive.

10.  At the end of your session, you may be asked to sit on a panel to discuss the area of technology and/or business covered by your presentation.  If you are not comfortable doing this, you may solicit someone else who is familiar with this area.  You should do this in advance of the presentation.

11.  It is very important that your presentation NOT be commercial in any way.  This will almost always backfire and turn people off from your presentation.  Keep your presentation focused on the pertinent technical and/or business issues. If you have a commercial message you want to convey, you can do this by having a workshop exhibit booth, or with personal handouts to interested parties.

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Instructions for Breakout Session Facilitators

1.  Breakout sessions are intended to be very informal.

2.  Start the breakout session by having each person introduce him/herself with name, company, and position.

3.  Provide a brief introduction to the topic of the breakout session. This may be a verbal introduction, or it may include use of a short PowerPoint presentation.

4.  After the introduction, start the discussion with some specific questions to be addressed by the attendees.

5.  Keep the discussion focused and on track.  The largest criticism of breakout sessions is that they tend to wander off of the main topic.

6.  It may not be possible to come up with any hard conclusions from the discussion.  This is OK.  However, be sure to focus on the main issue(s) of the session and to capture any significant points.

7.  Keep the conversation going.  Make certain that everyone has a chance to contribute and be heard.  It may be necessary to actually call on people to do this.

8.  Keep notes of the most important points, conclusions, and/or action points.  If possible, it is a good idea to have another person taking notes while you facilitate the session.

9.  Prepare a brief summary of these most important points.  Place this summary on one or more PowerPoint slides.

10.  Present this brief summary during the appropriate period in the workshop.  Normally, this will occur at the very end of the workshop.

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Instructions for Exhibitors

1.  Exhibitors will be allowed to set up on Monday or Tuesday, June 3 and 4, 2019, from 7:00 to 8:00 a.m.  If you need to set up after this time, please coordinate with the ALRDC staff.

 

2.  Tear Down will be after 6:00 p.m. on Thursday, June 6, 2019.  If you need to tear down early, please coordinate with the ALRDC staff.

 

3.  Each exhibitor will need to sign in with the ALRDC registration desk upon arrival.  It will be located in the main exhibition area.  The registration desk will be open on  Monday, June 3, from 3:00 to 5:00 p.m. and on Tuesday through Thursday, June 4 - 6, from 7:00 a.m. to 5:00 p.m.

 

4.  The ALRDC staff need the following information from each exhibitor regarding the exhibit material you are planning to bring, i.e. table top, pop up, or other form of exhibit (please explain).  We need this as soon as possible for scheduling your booth area. 

 

5.  In addition we need to know if you require a 6' or 8' table; the table draped or not draped; the number of chairs; electricity (including one to several outlets and voltage); and any other items: trash can, internet access, etc.  The area for exhibiting is carpeted. 

 

6.  Note the (3) different exhibitor display sizes (indicated on the exhibitor sign up form):
a.  Small:  Table (draped or undraped), maximum of 2 chairs, and trash can if needed.
b.  Medium:  10' X 10' space: for a pop-up booth, electricity if needed, table (draped or undraped), 2 chairs, and trash can if needed.
c.  Large:  10' X 20' space:  Used for combo booths or heavy equipment, electricity, if needed,  (1-2 tables, draped or undraped), up to 4 chairs, trash can if needed. 

7.  There is also T-1 Internet access available at an additional charge per line/per day.  Contact the ALRDC staff for the exact charge.

ASME

8.  If you have any specific requests for your exhibit, like colored furniture, additional carpet, or items not available through the hotel, you can contact the ALRDC staff.  Additional requests for items that are not stocked by the hotel will be your financial responsibility and not covered in the exhibitor fees. 

 

9.  The organizers and sponsors of the workshop are not responsible for any items that are lost or stolen during the exhibit.  The exhibit area is a public place and it is strongly suggested that you monitor or secure your equipment, i.e. computers and/or other valued items, at all times: during set up, during the workshop, and at tear down. 

 

10.  Note that the standard electrical outlets in Houston are 110 volt, 60 cycle.

 

11.  If you have any questions regarding the exhibits, contact Ronda Brewer directly at email: ronda.brewer@ttu.ede:  She will have any additional information to you; i.e. booth numbers, by two weeks before the workshop.

 

12.  The diagram (to be provided) shows the area for the exhibition and poster sessions.  This area is where the exhibits and poster sessions will be located.  There are no walls and it will be in an open, public area.  The Workshop sessions will be held in a room close to the exhibit area.  We have been given this area for maximum exposure to all attendees. 
 
13.  Regarding the shipping/receiving information for the Workshop location, they have a dock and storage area, but they are not well suited for large items.  If you are shipping in or out, the hotel suggests that you have your Fed Ex or UPS Shipping information available (pre-arranged or forms filled out) to speed up the process.  They ask that you send no materials prior to Friday, May 31.  Ship to the following address:

 

(To be Determined)                  Diagram of Exhibit Area

 

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Instructions for Poster Sessions

1.  Poster presenters will be allowed to set up on Monday, June 3, 2019 from 3:00 to 8:00 p.m.  If you need to set up after this time, please coordinate with the ALRDC staff.

 

2.  Tear Down will be after 3:00 p.m. on Thursday, June 5, 2019.  If you need to tear down early, please coordinate with the ALRDC staff.

 

3.  Each of you will need to sign in with the ALRDC registration desk upon arrival, located in on the Banquet Level, Concourse Ballroom area.  The registration desk will be open on  Monday,  June 3, 2019, from 3:00 to 5:00 p.m. and on Tuesday, Wednesday, and Thursday, June 4 - 6, from 7:00 a.m. to 5:00 p.m.

 

4.  Your posters will be placed in the same area as the exhibitors.  We will provide a 10' X 10' area with a 6' table and allow up to three (3) easels to display your posters.  No posters may be hung on the walls of the hotel.  We will also have small sign type plastic holders that you can use to display your poster on the table.  You can also have a sign company attach a hinge to posters; you may also want to look at a local office supply store, Office Depot or Office Max, for similar items. The area for exhibiting is carpeted and you will be able to staff your poster area during the breaks to answer any questions from other attendees. 

 

5.  The organizers and sponsors of the workshop are not responsible for any items that are lost or stolen during the exhibit.  The poster display area is a public place and it is strongly suggested that you monitor or secure your equipment, i.e. computers and/or other valued items, at all times: during set up, during the workshop, and at tear down.  

 

6.  If you have any questions regarding the poster sessions, contact Ronda Brewer of the ALRDC staff directly.   We hope to have any additional information to you; i.e. poster area numbers, by two weeks before the workshop.

 

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