Information for Presenters

Congratulations on your submission being accepted into the 2012 Grace Hopper Celebration for Women in Computing. The conference received a record number of high quality submissions this year. We look forward to receiving your conference ready program materials by Thursday, July 5th 2012.

SUBMITTING CONFERENCE READY MATERIAL:

These instructions are provided to help you get the program material into the format required for the conference. Please read and follow these instructions carefully:

Session Guidelines:

Regardless of the track you submitted into, be prepared to update your submissions with the following content:

  • Session Title – Max 90 characters including spaces
  • Name, affiliation and title for all presenters
  • A 100-word biography (mandatory) and photo (optional) for the moderator and each presenter in your session
  • A 70-word abstract

Birds-of-a-feather and Panels, Workshops and Presentations sessions:

  • A 1-page summary that will be published online in the conference proceedings. This should include a synopsis of your talk at the conference.

PhD Forum

  • A 6 page (maximum) quality paper for PhD Forum and a 3 page (maximum) paper for New Investigators. The paper should describe your proposed thesis research and provide a description of the larger problem your research is trying to address. A focused description of the proposed research, including: a statement of your hypothesis, a description of the approach and evaluation plans, an indication of related work, expected improvements and benefits, and research philosophy and advice will be beneficial to include

*Note - All summaries and papers must be submitted in .txt, .doc, or .pdf formats and uploaded prior to the deadline for inclusion in the proceedings. Papers should adhere to the standards described in our conference style template (MS Word Document). New Investigator papers will not be published in this years conference proceedings.

Please use the following secure link to submit program materials by July 5th, 2012: GHC submission site

Photo Instructions:

Photographs can be submitted when you submit your final program materials. They must meet the following specifications

  • FORMAT: Adobe Photoshop JPEG or TIFF
  • FILE NAME: Last_First, e.g., Hopper_Grace.jpg OR Hopper_Grace.tif
  • COLOR SETTING: RGB or CMYK

PREPARING FOR THE CONFERENCE:

Once the program materials are submitted, you will need to make sure that you and your session presenters Register for the conference and prepare your presentation for the conference

Speaker Template:
Please use the ABI designed PowerPoint template with the 2012 Conference theme. We ask that you use this template in its entirety for your panels, presentations and handouts. If you wish to add your company logo, feel free to do so but do not remove the Conference logos. Download the .ppt template

If you are not using PowerPoint and would like to use our image in your presentation, you can download the Anita Borg Institute logo and the GHC Poster for use.

TIPS FOR A GOOD PRESENTATION: (Click to expand)

  • Bullet point your key words
  • Do not use small fonts
  • Do not use acronyms
  • Keep it as simple as possible
  • Always check grammar and spellings
  • The slide should summarize what you are saying

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Presentation Preparation:
Here is a summary of what you need to know to prepare for the sessions:

Birds-of-a-feather: Meet with your fellow panelists at least twice and make sure everyone understands their role. Do this at the earliest so you can practice and have a successful session

PhD Forum and New Investigators: Each participant in the PhD Forum and New Investigators sessions will be given approximately 10-20 minutes for presentation and 5 minutes for questions, depending on the number of speakers in their session. Focus on your target research problem, proposed approach, any results, and evaluation plan.

For PhD Forum, the audience will be given a short evaluation form for feedback to each presenter. Each presenter will also meet for a few minutes with a research expert to discuss the audience feedback.

Panels, Workshops and Presentations: Meet with your panelists and practice! We recommend you create an agenda and determine who will speak about the different parts of your presentation given the expertise of the people participating. Meet at least twice and make sure everyone understands their role. Practicing your presentation and getting familiar with the panelists will help you develop a successful session.

Poster Session: Please print and bring your poster with you to the conference.

  • Posters may be no larger than 4′x4′
  • Your poster will be displayed on a 4 foot x 8 foot corkboard space that you share with another presenter
  • There is only one presenter allowed per poster
  • We will assign your space and will provide pushpins
  • If you are presenting more than one poster, we will ensure that they are on the same board
  • A map of your location will be provided onsite
  • Please be prepared to set-up your poster on Wednesday, October 3rd anytime from 9:00 am -2:00 pm before the Poster Session begins at 7:15pm. You can leave the Poster up for the duration of the conference.
  • You can organize your space any way that you would like. You might want to use a single large page format or you may choose to have a number of separate pages posted in the space.
  • We will not have power or Audio Visual equipment available to the poster presenters due to the number of participants

ACM-Student Research Competition:

Students who were chosen to participate in the ACM-SRC will be reimbursed for some travel expenses of up to $500 and receive special recognition. This is not a grant – but rather, a reimbursement, so receipts above $25 must be provided and only certain types of expenses are included. A representative from ACM will be at the Poster Session to provide you with a packet explaining the reimbursement process and will be available to answer any questions you may have.

Phase 1:For the first phase of the ACM Student Research Competition (SRC) judging will take place during the opening reception on Wednesday, October 3rd. Students will give a short presentation to the Student Research Competition jury during a walk-through of the posters. The jury will then select a small number of students to move on to the semi-finals.

Phase 2: The semi-finalists will now be required to give a 15 min formal PowerPoint presentation about their research on Thursday, October 4th. The winners will be announced at the Grace Hopper Awards Ceremony on Thursday night

Phase 3: The winners of ACM SRC competition at the Grace Hopper Celebration of Women in Computing will continue on to ACM’s SRC Grand Finals

Seven Steps to Better Presentations (Click to expand)

  1. Maximize Your Eye Contact: Focus on one person at a time – about 5 seconds. Finish your thought, and then move on to someone else. Eye contact is a significant skill to master. It allows you to connect on an emotional level with your audience.
  2. Don’t Forget to Breathe: Breathing is the base for a relaxed, strong voice. If you hold your breath, you will sound nervous.
  3. Use Body Language Wisely: Balance your stance before you start talking, use gestures to emphasize key words and move with a purpose. Before you walk left or right, shift your focus to someone on that side of the room.
  4. Conquer to Content: The more organized the information, the easier it is to deliver and understand. State your idea, support it with examples and summarize your main points.
  5. Control Questions and Answers: Select a questioner, but don’t point. Look directly at the person and listen to the issue. Rephrase the question, addressing the group.
  6. Observe the Audience: Pay attention to their non-verbal clues.
  7. Practice, Practice, Practice!

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Use Our Online Communities:
Here are a few ways to use our GHC online communities to introduce yourself and your topic, gather input, share content, and connect with other presenters and attendees before, during and after the conference:

  • “Like” the GHC Facebook group and post about your session topic
  • Join the GHC LinkedIn group and engage in conversations with other attendees
  • If you’re on Twitter, ask @ghc to add you to the Twitter list of GHC 2012 speakers and join the Twitter list of GHC 2012 attendees
  • Add the Anita Borg Institute Google+ page to your circles
  • Tag your blog posts with ghc12
  • Display a GHC12 Speaker badge on your blog, Facebook page, or website to let others know you’re presenting at the Grace Hopper Celebration
  • Encourage Twitter users in your audience to use the #ghc12 hashtag. Some tracks and sessions have a second specific hashtag – check out the hashtag list here. If you like, create a session hashtag to be used with #ghc12 (we recommend 5 characters or less) and include it in your presentation materials.
  • If you are interested in blogging on the GHC blog about your participation in the program, please contact Rosario Robinson , the Systers Program Manager.

Learn more about our online communities on the GHC Community Home page.

Audio/Visual equipment provided:
We will provide a LCD Projector, Projector Screen, Lectern, Wired Lectern Microphone, 2 wireless handheld microphones, 1 standing microphone for Q&A.
If alternative and/or additional Audio/Visual equipment is desired, please contact us prior to conference start. Onsite Audio/Visual requests cannot be accommodated.

AT THE CONFERENCE:

Please check-in at the conference registration desk and pick up your name badge and conference materials. Once on site, feel free to approach the conference information booth if you have any questions or require additional assistance.

There will be a designated Speaker Ready Room (check the conference program guide for room number) where you will need to check in no less than 4 hours before your session to upload your presentations. You will be able to upload your presentation prior to conference day. Our AV team (Production Resource Group (PRG)) will contact you with more detailed instructions in advance if you are one of the breakout speakers. Please contact PRG with questions about the Speaker Ready Room.

While uploading your presentation, you will also be given the option to automatically upload the same presentation to our GHC 2012 Conference Wiki. You may also post supplementary materials and links to related content on the Wiki

QUESTIONS:

If you have any further questions, please contact Seema Gururaj, Director of Grace Hopper Celebration for Women in Computing