Information for Lecturers and Chairmen
These notes are intended to give you some advice on the equipment that is
available in our lecture theatres, and to outline the procedures for lecturers
and session chairmen. If you have any queries, do not leave it until the last
moment, but contact the Technical Manager as soon as possible. Lecturers and
chairmen may be entitled to a discount on admission. Click here for further information.
Notes for Lecturers
Summary: Important things to remember...
- Bring your own laptop with the relevant software, and the
presentation installed. (We may have a very limited number of laptops/computers
available but this cannot be guaranteed; and there are bound to be software
compatibility problems).
- If you have a wide-screen laptop please ensure your presentation is
configured to run in a 4:3 aspect ratio, as our (and most other) digital
projectors can have problems when dealing with different aspect ratios. If you
are unsure about any of this please contact the technical manager well in
advance of the conference.
- Bring a copy of your presentation on a CD-ROM for installing on
another machine if there are any problems. If you are using Microsoft
Powerpoint, consider burning a 'universal' CD using the 'Package for CD'
option.
- If your computer is not PC-compatible then you should contact the
Technical Manager at least a month before the conference to discuss your
requirements, e.g. for adapters and leads.
- If you wish to use more exotic equipment, such as a minidisc player
or a mini DV etc., then you will need to provide this equipment yourself.
- If you are unable to provide the equipment then contact the
Technical Manager to determine how we may help. In any case if you wish to use
non-standard equipment the Technical Manager needs to know in good time.
- If your presentation relies on 35mm slides or a video cassette tape
then it is imperative that you contact the technical team as soon as possible,
because slide projectors and video cassete players are not installed as
standard in the lecture theatres. Most people have gone digital, and Lecture
theatres are equipped with digital projectors, DVD players, a VGA computer feed
and an audio feed.
Introducing yourself to the Hidden Earth Team
Please introduce yourself to the lecture secretaries, who will try to be at
the Information Point in the Exhibition Hall at the following times...
- On Saturday, in the middle of each break in the Main Theatre's lecture
schedule
- On Sunday, before the lectures start and in the middle of lunch time
The lecture secretaries will be able to put you in touch with your session
chairman, who would appreciate you giving him a short explanation of what your
project is about, so that he is better able introduce you to the audience.
Lecture Theatre Equipment
Each theatre will be equipped, as standard, with a PA system, a lapel
microphone, a digital projector, an overhead projector (OHP), a DVD player, a
lectern with a stereo sound line on a 3.5mm jack plug, and a 15-pin male VGA
cable for your laptop. There will also be mains power available at the lectern.
There will be two projection screens (for the digital projector and the OHP)
and a laser pointer. There should be a microphone on the lectern as well.
Please note ...
- Any other equipment is considered 'non-standard' and you should contact the
Technical Manager in advance of the conference to discuss your specific
requirements.
- Laptops and other computer equipment are not supplied as standard.
If you need one you must contact the Technical Manager in advance of the
conference.
- A slide projector is not supplied as standard, but is available by
special request.
- A video cassette player is not supplied as standard, but is
available by special request.
Projection Facilities. If you are using the computer/video projection
equipment, ask the technical staff (fluorescent orange badges) to explain its
operation to you in advance. If you want to check computer compatibility, this
also needs to be done in advance when the room is not in use. Please
note...
- Make sure you spend some time familiarising yourself with the equipment.
The technical team will be only too pleased to help you, but you will need more
than five minutes to do any troubleshooting!
- If you intend to use any computer that is not PC-compatible then you should
contact the Technical Manager in advance of the conference to ensure the
necessary adaptors are available.
- Computer video projectors can be unreliable machines. To allow you to
continue with your talk in the event of equipment failure or incompatibility,
please make a copy of your presentation that is suitable for overhead
projection (OHP). If you are using Microsoft Powerpoint, you may wish to
consider burning a 'universal' CD using the 'Package for CD' option.
Slide Projectors. Almost nobody is using slides nowadays. If you do
wish to use slides it is not a problem but you must give the technical staff
plenty of notice as a slide projector is not normally set up unless it is
required. Please note...
- If you wish to preview your slides to check they are orientated correctly
or to load them into a carousel, then contact the technical team.
- You will need to hand the slide carousel to the technical team in the break
preceding your talk.
- Slide projector and OHP operation should be straightforward. The remote
controls can be direction sensitive and should be pointed towards the projector
to work most reliably
Video Cassette Players. Almost nobody is using video tape nowadays.
If you do wish to play a cassette it is not a problem but you must give the
technical staff plenty of notice as a video player is not normally set up
unless it is required
Arriving at the Lecture Theatre
Familiarise yourself with the lecture theatre. Visit your lecture
theatre during one of the breaks and familiarise yourself with the equipment.
Arrive in plenty of time for your talk, ideally 10-15 minutes before
the session if you are first, or 5-10 minutes before the session if you are
second or third, (whatever you do, don't cause us to panic by showing up just
30 seconds before you are due to speak).
- Introduce yourself to your session chairman.
- Go to the technical staff (fluorescent orange badges) to be fitted with a
lapel microphone.
- If you are using the computer or video projector, make sure that it is
completely ready to use before the session starts, needing only for leads to be
swapped or for a DVD or video cassette to be inserted.
During your lecture
- Should your microphone fail, (cut out or crackle), take the one off the
chairman or use the lectern microphone. The sound crew will bring up the volume
on it for you.
- Normally the chairman will warn you if you are running out of time. Please
be fair to the next talker by not over-running your allotted time.
- When you have finished speaking and taking questions, do not forget to pass
on your microphone. Please be prompt in this, as we do not have long between
talks. It is important that you do not wander off with the microphone, as we do
not have many spares.
- Collect your slides, and return the carousel as soon as possible to the
Information Point, as other people will want to use it.
- You may have to wait until the end of the session before you can remove
some of the more technical equipment.
Notes for Chairmen
As a session chairman, your main duties are i) to introduce lectures, ii) to
keep sessions in order, and iii) to write a short summary of each of the
presentations for Speleology.
- Please introduce yourself to the lecturers as early as possible in the
weekend.
- Please have something in the way of introduction. (If you know nothing,
derive something from the printed summaries).
- If possible, preview the theatre during one of the breaks, and introduce
yourself to the technical crew (fluorescent orange badges).
- Arrive in the lecture theatre with plenty of time to spare (10-15 minutes)
before the session. Reserve yourself a front row seat, and go to the technical
crew on the sound desk to have a microphone fitted etc.
- Ensure your lecturers are present, especially for your first and second
lecture.
- Introduce lectures.
- For each presentation, warn the lecturer if he is running short of time. We
suggest a "five minute warning" when there are seven minutes to go, and a
request to "round off" when there are two minutes to go.
- Familiarise yourself with the visual aids (where has that laser pointer
gone?) and take note of where the spare microphones are. Some theatres may have
a lectern microphone; in others you may have your own lapel or hand-held
microphone. (The sound crew will fade your microphone out except during
introductions).
- Should the lecturer's microphone break down (cut out or go crackly),
quickly replace it with yours, or direct him to the lectern.
- Take questions if time allows. It can be good if you kick off with one. If
questions look like dragging on, suggest that they wait until the end of the
session.
- Send your lecturer to the sound desk to pass on the microphone. (This is
important, as we do not have enough spares to allow people to walk off with
them!). This will allow time for people to move in and out of the theatre.
- Try not to start talks ahead of time.
- At the end of the session, announce any relevant notices.
- Again make sure that both your's and the lecturer's microphones are
returned to the sound desk.
- After the event, please write a summary of each talk for Speleology.
Try to send this to the Lecture Secretary in a timely fashion!
Don't Lecture me, young man!
This article is based, with permission on an article by Alan Jeffreys
that appeared in Descent magazine (issue 131 Aug/Sept 96, p25)
I know it's probably me - it is probably me - but whenever conference time
comes round (and I am a faithful attendee), seasoned blether-blight springs
fully-formed from the fertile nursery of animated pub chat to cast its
incoherent shadow over my enjoyment. After studying form (the programme) I
participate being informed and entertained by an orgy of armchair caving - the
best kind, I always find. Sadly, the first morning session usually leaves me
bemused, wondering at which stage I missed the vital point of the whole
talk.
Now don't misunderstand me. I admire anyone who is brave enough to stand up
before his/her peers when they are unfamiliar with public speaking. Thank God
for them, otherwise there would be no conference. But...! Well, of course there
are many exceptions, but... in the interests of public safety (as capital
punishment has been abolished) here is my hit list of infuriating affectations
that speakers could practice avoiding (in no particular order).
- Talking in the dark with no slides. What, you have overheads? Sorry, won't
do - the punters want something to look at; get it sorted.
- Leaving the O.H.P. on when showing slides, if light spill is too close. One
or the other please, seldom both at once. Switch the O.H.P. off promptly.
- Walking aw... he... micro... freque... eturn for the end of a sentence. If
you must, master the art of natural voice projection. (In theatres that are
equipped with radio microphones, you must use them. The technical team wont
have the volume up high, just enough so everyone in the theatre can hear you
even when you turn to face the screen.)
- Picking up and putting down the pointer. Are you a retriever? If required,
just keep a hold of the damn thing.
- The great O.H.P. muddle, especially good when returning to a previous
transparency. Folks, there is a cure. Don't draw them up 10 minutes beforehand,
so having to tear off backing sheets and commencing the muddle. Get the gels
framed and boldly numbered and labelled; and then used a strict method of
stacking.
- Point to the screen, not to the gel. Your finger will not be at the correct
scale.
- Your slides may be excellent but, hey! we're out here. Turn round and tell
us; not the screen.
- Learn your subject. Use header cards, don't read a complete script. Unless
you're Tim Piggott-Smith you run the risk of being BORING.
- Have a mate at the projector. If the automatic focus isn't working (handy
hint, they NEVER work), tell him to do it, don't interrupt yourself and lose
time. (In the larger theatres, the technical team should be taking care of
this for you).
- Familiarise yourself beforehand with the mechanics of the lecture room.
Well, there you are. These are a few of my favourite things. Poor lectures
leave me half incompletely informed and completely annoyed, as I have
invariably travelled hundreds of miles to be there at all. Still, must be
constructive. Better a bad lecture than no lecture at all. Here is my
five-point plan for success, even for the rawest tyro:
- Be Loud
- Be tremendously enthusiastic
- Prepare a structured talk--intro, main subject, summing up
- Use slides at all costs
- Inject some humour
Do all that and I, for one, look forward to hearing about your work. Think
about it: talking comes quite naturally over a pint of bitter.
This page last updated 8 July 2007
British Cave Research Association
(UK registered charity 267828) and British Caving Association.
The Old Methodist Chapel, Great Hucklow, BUXTON, SK17 8RG
This page, http://hidden-earth.org.uk/info/lecturers.html was last modified on Sun, 05 Jul 2009 15:25:37 +0100
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