SEPG 2007 Presenter Guidelines

Presentation submission information

Presentation materials submission deadline is December 15, 2006.
Presenters who do not provide materials by the December 15 deadline will be removed from the program and replaced with an alternate presenter.
Presenters who update their materials after the December 15 deadline must provide attendees with a Web site to which the updated presentation materials will be posted.
Presenters who update their materials after the December 15 deadline must bring their updated presentation to the conference. This may be done via your laptop, a memory stick, or a disc.
All presentation materials will be on the conference CD that is distributed with the registration materials.

Presentation guidelines

Submit presentations in one of the following formats: one PowerPoint file or one Adobe PDF file (1 slide per page).
Submit any additional materials in a commonly-used format (Word, Excel, Access, Project, or Adobe Acrobat).
Include your contact information and Web site URL on the final slide.
Number all slides.
Define each acronym the first time it is used in the presentation.
Obtain any and all necessary approvals or clearances from your organization. Obtain any appropriate copyright or registration mark approvals from the appropriate organizations/individuals. The presenter, not the SEI or CMU, is responsible for any errors/discrepancies.
Present materials that reflect the abstract you submitted.
Check your spelling by running a spell check program.
Use standard Windows fonts when preparing your presentation (these are the fonts that are pre-installed on your computer.)
Use a minimum of 24-point font.
If incorporating animations, do not cover text.
Upon acceptance as a Speaker at SEPG, your presentation will be issued a specific ID Code. Please use the following convention to name your presentation: SEPGIDCode.ppt or SEPGIDCode.pdf

Poster session guidelines

Use a combination text and graphics to be visually appealing.
Use a large enough font to be visible by someone standing up to 6 feet away from the poster (minimum of 18-point).
Be sure to leave enough white space to allow people to focus on what is most important for them to see.
When using graphics, do not put too much information in one figure or chart.
When using text, avoid long sentences; instead use bulleted statements.
Avoid using any promotional material for your organization that is not directly related to the poster theme.
If using acronyms, provide definitions.
If you plan to use slides, limit the number.

Submit all final materials via email to the SEPG program coordinator at sepg@sei.cmu.edu by December 15, 2006.

On-Site Presentation Guidelines Room set-up:

"schoolroom style" (tables and chairs in rows, a small stage with a podium in the front of the room) or "theater style" (chairs in rows, a small stage with a podium in front of the room)
1 podium with microphone, 1 lavalier microphone, 1 LCD projector, 1 laptop computer with your submitted presentation preloaded, 1 screen and 1 flipchart with markers
audience microphones to amplify attendee questions
any additional equipment (including Internet access) must be obtained through the local conference center AV department at the presenter's expense.

Poster session set-up:

Poster board displays will be pre-set at the conference site. Displays will not be pre-assigned and are available on a first-come, first-served basis.
Displays will be set for the full week, and presentations will take place on Monday, March 26 and Thursday, March 29 from 10:00 a.m. – 10:30 a.m. and 3:00 p.m. – 3:30 p.m. on both days. Presenters must be at their tables during these times.
Display consists of 1 skirted 6-foot table, pins, and 1 poster board with usable dimensions (on both sides) of 91 inches wide and 44.5 inches tall. Display materials should not exceed these dimensions.
Posters and other display information must be hung on the backboard using only the pins that will be provided.
Set-up will take place on Monday, March 26 from 7:30 am – 9:30 am. Tear-down till take place on Thursday, March 29 from 3:30 pm – 5:00 pm.

Conference Volunteers

Session moderators will handle time management and facilitation issues.
Room monitors will assist attendees, distribute materials, and report any difficulties with the room setup or equipment to conference staff.

Time Management

Allow a few minutes at the beginning of your presentation for session moderator to introduce presenter(s).
Allow sufficient time at the end of your presentation for questions and answers.
Leave the slide with your contact information on the screen when you end your presentation.
Remind audience members to complete the evaluation of your presentation. We value their feedback and use it when planning future events.

Presenter Registration

After abstracts are accepted, presenters will receive registration information from the program coordinator.
Presenters are responsible for hotel and travel expenses.
Waived conference attendance fees are designated for presenters only and are not transferable. Check the following table to see how fees will be waived for your session type:

Session Type	Registration Fee
Panel	Waived for 4 panelists
Presentation and poster session	Waived for one presenter per presentation
Tutorial	Waived for up to two presenters per tutorial session.
Keynote	Waived for all presenters
Poster Session	Waived for one presenter per poster session

Presenter Terms and Conditions

By submitting a session abstract, submitters grant the SEI permission to reproduce and distribute materials on a CD as part of the proceedings of SEPG 2007.
Presenter is responsible for the correct usage/attribution of information, copyright and other registration marks. Presenter, not the SEI or CMU is responsible for any errors/discrepancies. Presenter will indemnify and hold the SEI harmless for any actions as a result of the presentation.
Any presenter who misses the December 15, 2006 deadline will be removed from the program and replaced by an alternate presenter.
If you need to send a substitute to SEPG to present in your place, contact the program coordinator as soon as possible.
If you are unable to attend the conference, contact the program coordinator immediately: sepg@sei.cmu.edu or call 412-268-5800.

For more information, contact
SEI Customer Relations
412 / 268-5800
FAX: 412-268-6257
customer-relations@sei.cmu.edu