Instructions for Workshop Chairs, Presenters

This page contains instructions for:

1.  General Chair

2.  Session Chairs

3.  Presenters

4.  The Presentations Themselves

5.  Breakout Session Facilitators

6.  Exhibitors

7.  Hospitality Sessions, Dinners, Games, Etc.

8.  Abstract Review Sub-Committee

9.  Technical Presentation Review Sub-Committee

 

It also contains Guidelines for preparing and giving Presentations and the actual Presentation Policy

 

 

Instructions for the General Chair

  1. Open each Technical Session of the Workshop.  When there are two Technical Sessions in parallel, it will be necessary to assign a co-chair to help with one of the Sessions.

  2. Provide a safety briefing, or secure someone from the meeting facility to do this.

  3. Introduce the Session Chair(s) for each Technical Session.  This introduction should be brief - basically, name, company, and current position.

  4. Keep the overall Technical Session on time.  It is essential to begin the overall session on time, keep each Technical Presentation on time, and end the overall Session on time.

  5. Help the Session Chair(s) keep the Technical Session on time.  Normally this is not a problem, but some authors tend to run too long and need to be asked to stop. 

  6. Help with the discussion that occurs at the end of each Technical Presentation. This may include carrying a hand-held microphone to members of the audience who wish to ask a question.

  7. Help with the Panel Discussion that occurs at the end of each Technical Session.  Make sure all authors, and others who wish to be on the Panel, are aware of their responsibility.  Make sure there are chairs for all Panel Members.  Make sure there is a microphone for use by the Panel Members.  Have a few questions to "prime the discussion" if the audience is slow in staring the discussion.

  8. Give the gift to the Session Chair(s) at the end of each Session.  There are provided by the Workshop staff.

  9. Provide any general announcements to the audience.  Examples include:  times for breaks, times for meals, locations of the upcoming events, announcements requested by the Workshop staff.

  10. Serve as host at the Happy Hour.

  11. Be present at and help with the Author's Breakfasts.

  12. Check with the Workshop staff from time to time to see if there are announcements or matters they need help with.

Top of page

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.  Being able to head the speakers is of prime importance.  Make sure they have a pointer if they want one.  Some speakers prefer to use a standard microphone and this is OK.  We recommend that the speakers use the computer mouse to point to places on their presentations rather than a laser pointer.  The laser pointer doesn't work if two screen are being used, and the speaker has to face the screen (and away from the audience) to use it.

 

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 18 - 20 minutes into the presentation, ask them to start their wrap-up.  It is also important to keep on schedule.  If a speaker ends too early, the next presentation shouldn't start until its allotted time.  This is because some members of the audience may want to catch a presentation in the other session, if there is one, so it is necessary so stick to the prescribed time schedule.  If a speaker ends too early, it may be necessary to fill in the time with additional questions or discussion.

 

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 save their question for the Panel Discussion which follows each main technical 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.  Hand a thank you gift to each presenter at the end of his/her talk.  The gifts will be provided by the Workshop Committee.

 

7.  Help coordinate 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.

 

Top of page

 

 

Gas Well De-Liquification Workshop --- Presentation Policy


We encourage preparation and presentation of high quality, non-commercial, technical or business presentations in the area of gas or coal bed methane well deliquification.  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 liquid loading, 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.

Top of page

 

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 20 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. Font Colors.  Do not use red lettering on a blue background.  It is not easy to see.

  4. Graph Lines.  Make the lines on graphs large so they can be seen by the audience.

  5. Cover Slide.  A "standard" cover slide will be distributed by the Workshop staff.  It is required that this be used, so that there will be a consistent look for the presentations.

  6. Presentation Format.  As indicated in #3, the Workshop staff will distribute a required presentation format. 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.

  7. 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.

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

  9. Laser Pointer.  Use of a laser pointer is not allowed. The reason is that we often use two screens and it can only be seen on one screen.  Note:  Use a mouse to point to information on slides.

  10. Mouse.  Use the computer mouse to point it locations on the presentation, if this is necessary.  Hold the mouse steady, without moving it around too fast or shaking the mouse image.  This is disconcerting to the audience.

  11. Microphone.  Wear a lapel microphone.  Don't use the "fixed" microphone.  If you turn to face a slide, people can't hear you.

  12. Presentation Length.  Presentations are normally scheduled for 30 minutes, which includes approximately 20 - 25 minutes for the presentation and 5 - 10 minutes for questions and answers.  If a different amount of time is required, this must be negotiated with the Workshop staff. 

  13. 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. 

  14. Commercialism.  Presentations may NOT be commercial in nature.  In general, trade names, commercial product names, etc. may NOT be displayed on the PowerPoint slides and may NOT be mentioned verbally during the presentation.  Wherever possible, goods, services, products, etc. should be mentioned by generic names or descriptions.  However, it is allowed to identify products, goods, equipment, techniques, processes, and services etc. by name one time, so their place in the presentation is clear.  It is NOT allowed to compare items from one company with items from another company. 

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

  16. Workshop CD.  All information that is presented becomes "public knowledge."  All presentations will be placed on a Workshop CD at the end of the Workshop.  This CD will be offered for sale to the Workshop attendees and others.  If there is any proprietary or sensitive information that may not be placed on a CD, this information shall not be included in the presentation in the first place. 

  17. Non-English Speakers.  We are delighted to welcome people from all parts of the world to present at this Workshop.  We want the experience to be very positive for everyone.  The vast majority of the members of the audience are English speakers.  If English is not your first language, we suggest the following guidelines to make sure your presentation is perfectly clear and fully understood by everyone.  This is to everyone's advantage, yours included.

    a.  If you wish to make the presentation yourself, please speak slowly and try to enunciate very clearly.  We suggest you practice giving the presentation in English several times before the Workshop, to an audience of colleagues who can advise you if there are problems in understanding.

    b.  Please make sure the microphone is well positioned so everyone can hear you very well.

    c.  If your English is not easily understandable, you have two options.  You can ask a colleague to give the presentation for you and you can be available to answer questions.  Or, you can give the presentation in your native language and use a translator to speak in English for the audience.  Be aware that this takes longer, and you will still be limited to a total presentation time of 30 minutes for presentation and questions/answers.

    d.  Good luck!

Top of page

 

 

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.  The Workshop Steering Committee is responsible to review each presentation before hand.  If there are things that are not clear, or if it appears that the presentation will run too long, the committee will ask for revisions to the presentation.

3.  Each presentation is scheduled for 30 minutes. This is approximately 20 - 25 minutes for the presentation and 5 - 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, and on a Workshop CD, after the Workshop, so all attendees will be able to obtain a copy of it.  If you don't want to have your presentation loaded on the Workshop web site, or the Workshop CD, this must be made know to the Workshop staff.

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.  If you use an electronic (laser) pointer, try to hold it as steady as possible.  A continuously moving pointer is very distractive.  If two separate projectors and screens are being used, do not use a laser pointer, as it will only be visible on one screen.  In this case, use the mouse to indicate points on the PowerPoint slides.

8.  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.

9.  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.

Top of page

 

Instructions for Presentations

1.  As you organize your presentation, try to answer the following questions:  (a)  What is the presentation about?  (b)  Why is this important?  (c)  How is the new idea, technique, or technology used or applied?  (d)  Where has it been used or applied?  (e)  What were the results?   (f)  What is the future potential?  (g)  What are the next steps?

2.  It is important to be concerned about the visual presentation of your material.  Test your presentation before the Workshop by standing in the back of a large room and verifying that 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 18 point.

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

4.  For PowerPoint slides with text, use white text on a dark background, or dark text on a light background.  Make sure there is good contrast so the text can be easily read.

5.  Avoid placing more than six or seven points on a slide.

6.  Do not place a company logo on each slide.  It is OK to place a company logo on the title page of the presentation or on a summary page, but it may not be placed on each slide.  In addition to a logo, please include one reference slide that contains appropriate contact information for the various companies and people involved.

7.  Create the slides using PowerPoint.  This is important so that all presentations use a common format.

8.  Provide the presentation to the Workshop staff in PowerPoint.  It will later be converted to PDF format for placement on the Workshop CD and Web Site.

8.  Presentations are welcome from Operating Companies, Service/Supply Companies, Universities, Consultants, and others.  While a presentation may be made by a single organization, joint or co-authored presentations that contain both the description of a new idea or new technology and show the application of this idea or technology in a real field situation are most appreciated.

9.  If you have any questions about whether your potential presentation will be accepted, feel free to contact the Workshop staff.

10.  Again, send your presentation to the Workshop staff at least two weeks prior to the Workshop so there is amble time for review and corrections if necessary.

Top of page

 

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.  Do not make a full-length presentation to the attendees. The purpose of the Breakout Session is to facilitate discussion, not hear a lecture from the Session Facilitator.

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

5.  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.

6.  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.

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

8.  Provide this PowerPoint summary to the Workshop A/V staff so it can be loaded on the projection PC.

9.  Present this brief summary during the appropriate period in the workshop.  Normally, this will occur near the end of the workshop.

10.  The summary of the Breakout Session will be placed on the ALRDC web site.

Top of page

 

Instructions for Exhibitors

1.  Exhibitors will be allowed to set up on the Sunday before the Workshop, from 2:00 to 5:00 p.m., or on Monday from 8:00 am to 5:00 pm.  If you need to set up after this time, please coordinate with the Workshop staff.

 

2.  Tear Down will be after the afternoon break on the last day of the Workshop.  If you need to tear down early, please coordinate with the Workshop staff.

 

3.  Each exhibitor will need to sign in with the Workshop registration desk upon arrival.  It will be located in or near to the Exhibit area.  The registration desk will be open on Sunday from 3:00 to 5:00 p.m. and on each day of the Workshop from 7:00 a.m. to 5:00 p.m.

 

4.  Note that one size is available for exhibitor displays:  10' X 10' space  including a table and two chairs. Electrical, Internet and other items are available for an additional charge.

 

5.  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. 

 

6.  If you have any questions regarding the exhibits, contact Ronda Brewer of the Workshop staff directly at email.  We will have any additional information to you; i.e. booth numbers, by two weeks before the workshop.

 

More Instructions for Exhibitors

 

7.  A diagram will be provided that shows the area for the exhibition and poster sessions.   
 

12.  Regarding shipping and receiving, the hotel has 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. 

 

Top of page

 

 

Guidelines for Hospitality Session

 

Some companies wish to hold hospitality sessions in conjunction with the Workshop.  Other companies like to invite Workshop participants to dinner, a ball game, etc.  This is perfectly acceptable as long as the hospitality session, dinner, ball game, etc. DOES NOT conflict with any scheduled Workshop sessions or events.

 

It is NOT acceptable to schedule a hospitality session or other type of event that will conflict with the timing of any Workshop session or event.

 

Top of page

 

Instructions for Continuing Education Instructors

  1. Use the CE format provided by the Workshop staff.

  2. Provide a safety briefing to the students at the beginning of the class.

  3. If possible, give a copy of the course material to each student on a flash drive.

Top of page

 

 

Instructions for Abstract Review Sub-Committee

 

1.  An abstract is required for each Technical Presentation.

 

2.  The abstract must be sent to the Workshop staff by the required date before the Workshop.

 

3.  The abstract must state the title of the presentation, the author(s), and their company(ies). 

 

4.  It must briefly describe the purpose of the presentation, how it will benefit the attendees of the Workshop, the basis for the work or story being presented, e.g. a new development, a field study, a case history, etc.

 

5.  The Abstract Review Sub-Committee will review each abstract.  It will evaluate:

     a.  Will the subject be of interest to the Workshop attendees?

     b.  Will it fit within one of the desired Workshop presentation categories?

     c.  Will the presentation benefit by being co-authored by an Operating Company and a Service Company?

     d.  Will the presentation contain new and valuable information?

     e.  Will it contain sufficient information to back-up the claims, e.g. field results.

     f.  Is the presentation likely to be commercial in nature?

 

6.  Based on the review, the author(s) will be advised that their abstract has been approved, or that changes are needed.

 

7.  If changes are needed, the author(s) can revise and re-submit the abstract, or they may withdraw.

8.  Review all of the abstracts and make sure they are placed in hte "correct" sections on the Workshop schedule.

 

Top of page

 

 

Instructions for Technical Presentation Review Sub-Committee

 

1.  Each Technical Presentation will be reviewed by the Technical Preseentaiona Review Sub-Committee.

 

2.  The Sub-Committee will evaluate:

     a.  Does the presentation contain commercial information - this is not allowed?

     b.  Does it make proper use of the required presentation format, including the title page, the disclaimer page, and the copy right page?

     c.  Does it use the required font sizes and color scheme(s) o that it will be clearly visible to the audience?

     d.  Does it clearly state the purpose of the presentation?

     e.  Does it clearly show information or results to back up any claims made in the presentation?

     f.   Is it too long - it must fit within the allowed 20 - 25 minute presentation time period.

 

3.  Based on the review, the author(s) will be advised that their presentation has been accepted, or that changes are needed.

 

4.  If changes are needed, the author(s) can revise the presentation and re-submit it, or they may withdraw.

 

Top of page