ISPRS Journal of Photogrammetry and Remote Sensing, 44 (1989) 185-190 Elsevier Science Publishers B.V., Amsterdam - - Printed in The Netherlands

15PR5 INTERNATIONAL SOCIETY FOR PHOTOGRAMMETRY

AND REMOTE SENSING

Manual for presentation of technical papers at ISPRS Congress(es) and symposia

185

Prepared by the 1992 Congress Organizing Committee for the XVII ISPRS Congress, Washing- ton-USA; Lawrence W. Fritz, Congress Director, July 1989.

0 INTRODUCTION

This manual for the presentation of technical papers has been prepared in order to improve the quality of the International Congress and the Mid-Congress Symposia of the International Society for Photogrammetry and Remote Sensing (ISPRS).

All authors and speakers are requested to consider the following recommendations to improve the effectiveness of their technical presentations: ( 1 ) The International Congress has many participants who speak none of the official ISPRS

languages ( English, German, and French) as their first language and communication barriers occur. To assure that complete communication between the speaker, the audience, and the simultaneous interpreter is effectively accomplished, a speaker must speak clearly, slowly, and concisely.

( 2 ) Keep the oral presentation within the allotted time assigned. ( 3 ) Use visual aids during the technical presentations. (4) Prepare slides or viewgraphs for legible viewing. (5) Poster presentations are often very effective and provide the audience with more detailed

information and permit direct discussions with the authors. Do not use copies of technical papers in lieu of poster: they are neither readable not attractive for audience viewing.

Considering these recommendations, this manual aims to improve the Congress by providing the speakers and authors with the techniques for more effective oral presentation, slides, overhead projector (OHP) viewgraphs and posters.

1 ORAL PRESENTATION

1.1 Attitude The best way to speak is clearly and simply while looking at the audience. Avoid reading your

paper. If you must read the text, please read it slowly. Otherwise neither the audience nor the simultaneous interpreters can follow you. The most important thing is to make the audience understand the content to your paper.

1.2 Speed You mist speak slowly in consideration of the international participants as well as of the si-

multaneous interpreters. This applied especially to those speakers who speak their mother lan- guages. For example, American or British people speaking English should slow down the speed of speaking for those whose mother tongue is not English.

0924-2716/89/$03.50 © 1989 Elsevier Science Publishers B.V.

1813 MANUAL FOR PRESENTATION

1.;~ Visual aids In order to make effective oral presentat ions, you should prepare effective slides or overhead

projector (OHP) viewgraphs. You must prepare a suitable number of slides or OHP viewgraphs considering the t ime l imitation. Do not prepare too many slides, e.g. 50. You cannot manage to show all of them in only 15 minutes.

Please l imit comments on each slide or viewgraph to one main topic, which can be explained in one minute. According to educational experiments, 30 to 50 seconds is said to be a proper t ime to focus on a topic. If you speak for more t han two minutes on one slide or view graph, you may lose the audience. Therefore, around 15 slides appear to be a suitable number of a 15-minute presentation.

Please reter to sections 2 and 3 for proper preparation of slides and OHP viewgraphs respectively.

1.4 Time allocation

You must plan carefully the allocation of t ime available. First, you must explain the background and objective (s) of' your study in one or two minutes,

preferably with a slide or an OHP viewgraph. See(rod, you should show the overall flow of you study or its concept with a slide or an OHP

viewgraph in one or two minutes. Third, explain the methodology with a few slides or OHP viewgraphs in a few minutes. Then you may continue the detail of the study including data used, case studies, results of the study, etc. wi th several slides or OHP viewgraphs in several minutes. You should not include too many details but ra ther focus on the highlights.

The you should present an analysis of your study with a few slides or OHP viewgraphs in one or two minutes. Finally, you should present the conclusion (s) with a slide or an OHP viewgraph. Do not read long texts but summarize the main points.

The following t ime allocation is provided as a guide:

t ime rio. of slides

Background and objective (s) 1-2 min. 1 Fh)w of study 1-2 rain. 1- 2 Methodolo~ ' 2-3 min. 2-3 Detail of study 5 6 min. 5-6 Result (s) 1-2 min. 1-2 Analysis 1-2 rain. l 2 Conclusions 1-2 min. l

Total 15 min. 12-17

1.5 t)thers t 1 ) You should arrive 15 minutes before the technical sessions in which you are to speak. At t ha t

time. the session chairperson will communicate any last minute changes. (2) Familiarize yourself with the facilities available. T h a t is, how to project your slides or

viewgraphs, room lighting, speakers t iming devices, microphones, pointers, etc. ( 3 ) The following is the daily t ime schedule for technical presentat ions.

2 VISUAL P R E S E N T A T I O N USING 35 mm SLIDES

2.1 Common errors ( 1 ) The size of characters is too small to read from the rear seats. ( 2 ) The thickness of lines in a graph is too th in . ( 3 ) The contras t in the slides is ei ther too low or the tone is too dark. ( 4 ) The impor tan t details are not large enough. ( 5 ) There are too many words or details.

MANUAL FOR PRESENTATION 187

2.2 Guidelines for preparation { 1 ) Use a dark-colored background such as dark blue, dark green or dark orange. (2) Limi t each slide to one main idea, which can be explained wi th in one minute. Therefore use

several slides ra ther t han one complicated slide. (3) Design a slide with width to height rat io of 1.5:1 because a 35 m m slide has a size of 36 m m

wide and 24 mm high. (4) Do not duplicate the text of your paper in a slide. You can read the text of a 2 m high image

at 20 m distance. I t is too small to read in the rear seats. {5) If you can slides wi thout a magnifier, people in the rear seats can probably read them on the

screen as shown below. You must be careful wi th crowded tables of more t han 10 lines. In such si tuat ions reduce the data to essential figures to less t han 10 lines.

{6) For all ar twork such as figures, graphs and diagrams, use a template of 15 cm by 10 cm. Use line width and height as follows for greatest legibility.

Line width Height

Title 0.9 m m 7 m m - 8 m m Scales 0.7 m m 5 m m Graphs curves 1.0-1.2 mm Axes 0.5 m m

2.3 Bad examples and good examples The examples shown on pp. 189-190 are by the courtesy of "Effective Lecture Slides; Kodak

Pamphle t No. S-22" and S. Murai , "How to draw the graphics", Asakura Publ ishing Co., 1985.

2.4 Preparation of Presentation ( 1 ) Give your slides to the project ionist a t least 30 minutes before your session. {2 ) It is best to check and rehearse your slide presenta t ion so t ha t you will be familiar with the

sequence at t iming. (3) You should load your slides into the t ray by yourself. First ly keep your slide so t h a t i t reads correctly on hand viewing. T h e n rotate i t 180 degrees, t h a t is, upside down, and pu t i t into the tray.

3 VISUAL P R E S E N T A T I O N USING OHP {OVERHEAD P R O J E C T O R ) V I E W G R A P H S

3.1 Common errors ( 1 ) The worst error is to reproduce the typewri t ten text from a format size of A4 or B5 to an OHP

viewgraph form and project it. The characters are too small. This is of little value to the audience.

(2) The size of the characters is too small and the widths of lines or curves are too th in to be read from the rear seats.

( 3 ) The informat ion is too overloaded wi th data. (Two or more simple viewgraphs are bet ter t han one complicated viewgraph. )

3.2 Guidelines [or preparation ( 1 ) Limi t each viewgraph to one main idea t h a t can be explained wi th in one minute. Therefore,

use several viewgraphs ra ther t han one complicated one. (2) The effective size of a viewgraph should be 16 cm wide by 20 cm high, which would be con-

venient for the ent ire audience to read. (3) For characters, use a l inewidth of more t han 0.8 m m and a height of more t han 8 mm. If you

use a template with 8 m m wide by 1 cm high boxes wi th 4 m m line spacing, the viewgraphs

18~ MANUAL FOR PRESENTATION

E F F E C T I V E S L I D E

I N THE C A S E OF C H A R A C T E R S , P L E A S E U S E A

TEMPLATE OF 12 CM WIDE BY 8 CM HIGH FOR

TYPING THE TEXT WITH DOUBLE SPACE.

YOU CAN TYPE ONLY 40-50 CHARACTERS PER LINE

AND UP TO A MAXIMUM OF i0 LINES.

BLOCK LETTERS ARE PREFERABLE.

should be legible to the entire audience. Please remember that the size of block letters in an ordinary typewriter is only 3 mm high. You should enlarge the typescript at least twice to be readable from the rear seats. Therefore, don't reproduce the original typewritten text as a viewgraph.

( 4 ) For artwork, such as graphs, figures, diagrams, etc., don't reproduce the artwork from a book or your paper but redraw it. Use thick linewidth for lines or curves and bigger size letters for characters. Please refer to 3.3, "Bad Examples and Good Examples".

:L3 Bad examples and good examples The fifth)wing examples are by the courtesy of S. Murai, "How to draw the graphics", Asakura

Publishing Co., 1985.

MANUAL FOR PRESENTATION

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4 P O S T E R P R E S E N T A T I O N S

4.1 Common errors ( 1 ) The size of characters is too small to be readable at a 2 or 3 meter distance. ( 2 ) Only copies of the paper are put on the board. (3) Only pictures or tables are put on the board without any explanation or title. (4) The overall configuration of the study is not clear because there is no flowchart.

4.2 Guidelines for poster presentations ( 1 ) Design the space allocation carefully in several well balanced sections including title, objec-

tive (s), methodology, input data, case study, results, analysis, conclusion (s), etc. All sections should be well presented using colored paper or a colorfully painted border. Sections may be connected by arrows to show the flow of the study.

(2) Use large characters of at least 1 cm high and a linewdith of at least 1 mm. The bigger the better.

(3) Use a light-colored background such as light blue, pink, or yellow, rather than a white one. ( 4 ) Give each section a title and a brief explanation. (5) Prepare enlarged photographs with a minimum size of 20 cm by 25 cm (8 inches × 10 inches).

190 MANUAL FOR P R E S E N T A T I O N

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( 1 ) Identify your paper number and confirm the location where to display your poster. ( 2 ) Display your poster according to the predesigned allocation using pins and tapes. Although

pins and tapes are provided by the Organizing Committee, you can use your own if you want to use special colors.

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