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
information carefully and do not hesitate to contact us if you have
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:
Overhead projectors can be made available upon prior request, but we
strongly recommend use of the data projector as opposed to overheads.
one portable clip-on microphone
one electronic data projector
one Windows-based PC (Tue, Wed, Thu only)
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.
YOUR SESSION, MEETING YOUR SESSION CHAIR
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.
SPEAKERS' BREAKFAST, DRY-RUN AND READY ROOM
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. The
speakers' breakfast is in the Council Room the hour preceding the
first activity of the day (Tue & Wed 7:30-8:30 am, Thu 8:00-9:00 am).
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
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
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,
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.
Laurie Dillon & Walter Tichy