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Dave Binkley's Guidelines for SESSION Chairing

Dear ICSE 2003 Speaker, Session Chair, Tutorial Speaker, Workshop Chair, or organizer of a collocated conference:

ICSE 2003, May 3-10, 2003 is approaching rapidly!

Enclosed please find some speaker and session chair guidelines for your upcoming ICSE 2003 talk or session. These guidelines are intended for all talks at ICSE 2003, including technical papers, keynotes, invited talks, workshops, tutorials, symposia, formal demos, panel presentations, and special tracks such as FoSP.  Organizers of the collocated events are welcome to use these guidelines for their authors too. If one of your co-authors is presenting the paper, please forward this note to your co-author giving the talk.

Please read this note carefully. These guidelines will also be posted on the ICSE 2003 web site.

Important Reminder
- The advance registration deadline is April 11.
- The hotel rate is guaranteed until April 14.
- Register today!

If you have any questions, please do not hesitate to contact us. We look forward to your presentation at ICSE 2003 in Portland.

Lori Clarke                            Laurie Dillon & Walter Tichy
General Chair                          Program Co-Chairs

ICSE 2003 Speaker and Session Chair Guidelines

High-quality presentations are essential for the success of ICSE 2003.
To help you plan your presentation for ICSE 2003, we have provided,
in this document, important information about the audiovisual equipment
that will be available in the meeting rooms, along with guidelines
to help you prepare and deliver your presentation. Please read this
note carefully and do not hesitate to contact us if you have any questions.


+ Your presentation will be held in one of the meeting rooms of the
  Hilton Portland & Executive Tower.  The presentation rooms vary in capacity
  from 25 to 800 people.  Each presentation room will be equipped with
  the following presentation equipment:
    + one portable clip-on microphone
    + one screen
    + one electronic data projector
    + one Windows-based PC (Tue, Wed, Thu only)
  Overhead projectors can be made available upon prior request, but we
  strongly recommend use of the data projector as opposed to overheads.

+ For tutorials, workshops and symposia before and after the technical
  program, the tutorial, workshop and symposia chairs are expected to
  bring their own laptop computers for projection purposes for all
  presentations in their workshop, tutorial or symposium. ICSE will
  provide one data projector per meeting room which can be connected
  to a PC via a VGA-style 15-pin video connector.

+ For all conference presentation tracks on Tue, Wed, and Thu
  of ICSE 2003, the PC comes with a 3.5" 1.44 MB DOS-format
  floppy drive and has MS PowerPoint 2000 installed. There
  will be no Internet access on projection computers.
  Moreover, you cannot assume a CD drive or audio connections
  on the projection computer.

+ If your presentation is scheduled for Tue, Wed, or Thu, you
  should bring your talk on a 3.5" floppy disk. There will not be time
  to connect your own laptop computer to the projection equipment
  during a session. You are expected to upload your presentation from
  your floppy disk onto the projection computer BEFORE your session
  begins. Be sure your presentation is compatible with PowerPoint 2000.

+ Even though computer projection is provided, you need to ensure
  that your presentation will work properly on the provided
  equipment. We strongly suggest you try out your presentation on the
  provided equipment in advance, with sufficient time to arrange for
  overhead slides to be made at one of the local printing facilities
  if there is a problem.  In cases where advance testing is not
  possible, you may want to bring overhead slides for backup
  purposes. On Mon evening and all day on Tue, Wed, and Thu, you can
  try out your presentation in the speakers' ready room located in the
  Executive Room. This room contains the same projection equipment you
  will find in the actual meeting rooms. There will be no time
  extensions for your talk if you encounter technical
  difficulties. Make sure that the talk file is fully self-contained
  (i.e., without elements that are linked to off your own machine or
  requiring special fonts). For example, watch for graphics being
  replaced by an X.


+ Each session has a session chair, who will coordinate your
  session and introduce you. Check the ICSE 2003 program for the
  name of your session chair.

+ Make sure you (1) meet your session chair before your session
  so he/she will know who you are; (2) meet your session chair
  at least 15 minutes before the beginning of your session;
  and (3) give a short one-paragraph typeset or neatly
  handwritten biography to your session chair to introduce you.

+ For the Tue, Wed, and Thu sessions, you must be present throughout
  the session in which your presentation occurs.


+ The speakers' ready room is the Executive Room.  It will be
  available on Mon evening and during the day on Tue, Wed, and Thu of
  the conference for you to prepare your presentations and make sure
  that your presentation works with the equipment provided in the
  actual meeting rooms. For tutorials, workshops and symposia held on
  other days you can try out the projection equipment in the actual
  meeting room during the hour prior to the event.

+ On Tue, Wed, and Thu, you and your co-authors are invited to attend
  the speakers' breakfast on the day of your presentation in the
  Council Room.

+ Session chairs will meet their presenters for breakfast at the
  speakers' breakfast on the day of their session.


Here are some helpful hints for both the preparation and
delivery of your high-quality talk:

+ The ICSE audience draws participants from a wide variety of areas,
  both from academia and industry. Make sure that your talk includes
  enough background material and motivation so that it can be
  understood by those who are not specialists in your area. It is
  a good idea to have one slide of your talk on motivation and
  one slide on related work to set the stage.

+ Check the conference web site at http://cs.oregonstate.edu/icse2003/
  for the time allotted for your talk. Most ICSE 2003 presentations
  are allotted 30 minutes (25 minutes for talk, 5 minutes for
  questions). Special talks, such as keynotes, are allotted more time.

+ Use at least 24 point type for body text and at least 28 point
  for titles.

+ Use a limited number (i.e., 1-3) of typefaces for your entire
  presentation. The following typefaces are usually installed
  on Windows (i.e., on the ICSE 2003 projection computers):
  Verdana, Arial, Georgia, Times New Roman, and Courier New.
  Do not use "Comic Sans" or "Tekton/Tecton".

+ Use effective colors. Light text on dark background projects
  better with a data projector, but dark on light is better for
  transparencies. The resource web pages below have more
  information on this subject.

+ Here are some useful resources with hints and instructions for
  preparing high-quality talks:

+ Important: Use PowerPoint animation wisely and avoid timed,
  click-less presentations.

+ It is critical that you present your talk and answer questions
  in the time allotted to you. If your time slot is 30 minutes, then
  your presentation should be 25 minutes with 5 minutes for questions.
  Your session chair will manage the talks in the session and keep
  speakers on track. It is important to have some time at the end
  of your talk for questions.

If you have any questions, please do not hesitate to contact us.
We look forward to your presentations at ICSE 2003 in Portland.

Lori Clarke Laurie Dillon & Walter Tichy
General Chair Program Co-Chairs

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