ASHRAE Speakers Manual

Preparation of Visual Aids

1. The first step in preparing your visual aids is to establish the overall organization.
If you are presenting a paper (e.g., a technical paper, or a conference paper) then
your organization will normally follow the paper. If your talk is not based on a
paper (e.g., seminar, session) then the following standard formats similar to
preparing a paper are recommended.

2. Commercialism should be avoided in any visual. The ASHRAE rules forbid

commercialism, and the presentation will be reviewed by the Conferences and
Expositions Committee, who will recommend changes if required.

3. Your first visual should be an introduction with the following information:

a. Title of Presentation

b. Name and Affiliation

(Note: Based on the ASHRAE commercialization policy this is the only slide
where any reference to any company or organization may be made)

4. The second visual should be the Learning Objectives for your presentation and the
AIA disclaimer statement, if the session has been approved for AIA Learning
Units and NY PDHs. Your session chair or ASHRAE staff will know if the
session has been approved by AIA.

5. The third visual can be an acknowledgement slide. This is required for

presentations that are based on the presenters paper. The co-authors should be
acknowledged and the title of the paper and number should be included.

6. The next visual should be an outline (similar to a Table of Contents in a book).

This visual should tell the audience where you are going and gives them a feel for
the overall organization.

7. A visual, which may be useful, is one that presents the Objectives and Scope of
the study being presented. However it is possible that this information may be
incorporated into the first two visuals.

8. The body of your presentation (less the Conclusions and Summary) is the method
of the analysis, experiments, or design and results of the study. This format is
based on the presentation of an engineering or technical topic, however other

ASHRAE Speakers Manual

 talks/presentations may not fit in this format. The following hints and techniques
will enhance this part of your presentation.

a. Put your major points in a visual text with each page consisting of no more
than six major points with each being less than ten words (note: these are
rough guidelines). Avoid complete sentences since you do not want the
audience to read each word. A criterion for the speaker to follow which
provides guidance for text visuals is two-fold.

i. If you were making up notes to follow as you give your talk (so
that you dont lose your way or so you make sure you dont skip
material), how would your notes look? In other words show your
audience these notes in a visual.

ii. Without speaking a word, would a member of the audience

understand your talk by just looking at your visual aids?

b. Do not overload each visual with too many equations or data. The result
may be that there is no room for text, or that too much time is spent
discussing one visual (you lose your audience if you do not present them
with a new visual in a timely manner). Another result is that too much
information on a visual may confuse the audience by overloading them. A
solution to the above problems is to divide the information (e.g., equations
or data) into several visuals.

c. Make sure that the details in schematics, figures and tables can be read and
seen by all members of the anticipated audience. If labels and numbers
are too small or bold enough they appear as blurs to the audience. While
you are presenting schematics, figures, and tables, thoroughly explain the
contents of these visuals to the audience. In words, do not expect the
audience to look at these visuals and have instant understanding. Consider
making up text visuals which state the major points associated with each
schematic, figure, and table.

9. The next to last visual is the Conclusion (or Summary). No talk should be
without one. Of special importance, limit information that is contained in this
visual by emphasizing the major points of your talk (as before, do not use
complete sentences and do follow rules of less than six major points with each
point having less than ten words). Also, remember that the Conclusion should
have no new information but rather be a capsulation of information from the main
body of your presentation.

10. If the presentation cites other works, a Bibliography slide can be included here.

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11. The last visual is a Questions slide. You may include your email address on
this slide but not any other contact information or company (affiliation)
information or logos.

ASHRAE Speakers Manual 3

 Presenting Your Talk at the ASHRAE Conference

1. Rehearse your presentation in order to improve and solidify your delivery. Of

special importance, make sure your rehearsed delivery fails within the time
allotted for your talk, (e.g., 12-15 minutes) ensuring that you allow at least 3-5
minutes for questions. It helps to practice your delivery in front of a friend or
colleague (or mirror).

2. If you have prepared your visual aids properly, then the use of notes will be
minimized because every major point will be laid out as text in your visual aids.
Using this approach, both you and your audience can follow the presentation
without getting lost. Please remember that members of the audience are split
between those that are more adept at following visual cues and those more adept
at following audible cues so direct your presentation at both groups.

3. Prior to your talk, you will meet with your session chair and other speakers for the
following purpose.

a. Review introduction information with session chair.

b. Discuss presentation coordination with session chair and other presenters

4. Get to the room early to check out the following items.

a. Microphone operation and location (i.e. is it fixed or must be attached to

the speaker).

b. Computer and video projector operation and location.

c. Lighting levels and control location. All visual aids will require proper
dimming for easy viewing. Normally, the room monitor will handle this,
however double checking on your part is important.

d. Speaker sitting arrangements and introduction procedures. Communicate

with your session chair to see how they would like the sitting and
introductions to be organized.

5. As you present your first visual aid with introductory material (title, authors,
acknowledgements, etc.) and start your talk, you should take several steps to
insure that the rest of your presentation is a success.

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 a. Make eye contact with your audience (hold it through your talk).

b. Establish a well poised and professional posture and presence.

c. Check your voice clarity, inflection, level, speed and projection,

(accounting for the microphone and the audience location in the back of
the room).

6. Enhance your talk by thanking the person that introduces you (e.g., chairperson),
especially if your background information and your achievements have been
highlighted. The end of your talk is enhanced by stating that your talk is
concluded and by thanking the audience for their attention. At this time, you can
either solicit questions from the audience or turn the question and answer period
over to the session chair.

7. At the end of your talk, there will be a question and answer period. While
preparing your talk, anticipate possible questions and practice your answers.
Listen to the questions carefully, even to the point of repeating the question to the
audience to ensure you heard and understand it. Avoid long and drawn out
answers. In other words, dont over explain. Treat your questioner with respect
and avoid unpleasant confrontations in front of the audience. Do not be afraid to
admit to weakness in your study or areas that need more work.

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