ASTD Speaker kit
Handout Guidelines
ASTD is a leader in the field of training and development. Participants expect conference speakers to possess a level of skill that includes well-prepared handouts. Despite exceptional content, seasoned speakers can receive negative evaluations due to poorly designed or unreadable handouts. Please refer to these handout guidelines to ensure that your handout meets our handout preparation and submission criteria.
Please read the handout guidelines carefully—there have been changes since last year.
ASTD will reproduce the necessary copies for your session. In order for us to do so, your handout must meet the handout criteria and be received by ASTD by the deadline.
Below is a checklist to help you as you prepare and submit your handout.Following the checklist is further explanation for each of the requirements.For additional information on handouts, go to the Handout and Job Aid section of the Speaker Kit.
HANDOUT CHECKLIST
- Handouts are due November 30, 2006.
- Handouts are required for all sessions except panel discussions.
- Your handout must follow your session content.
- Review your edited session description and learning objectives before creating your handout.
- Review the Handout Guidelines, Handout Samples, First Page of Handout, and Job Aid Guidelines sections of the Speaker Kit.
Page limit:
Concurrent sessions: 16 single-sided pages.
Creation Stations: 25 single-sided pages.
Workshops: 150 single-sided pages.
The first page of the handout must include:
session title AND number (e.g. SU201, TU112, etc.)
speaker name(s) AND contact info
1-3 application-focused learning objectives for your session.
Use simple fonts, such as Arial, that are easy to read.
Number pages in the lower right corner, including the cover page.
Handout must be contained within both one hard-copy document and one electronic file.
If your handout contains PowerPoint slides, please limit your use of them and limit to two slides per page.
Create a one-page job aid as the last page of your handout.
Test print and reproduce your handout to ensure that both printed and reproduced documents are legible.
q Mail hard copy of handout.
Save electronic copy as a PDF file.
Email electronic copy of handout.
PROMOTIONAL MATERIAL, PRICE, AND PRODUCT LISTINGS ARE NOT ACCEPTABLE.
If your handout does not meet these handout guidelines, it will be returned to you for revisions.
ADDITIONAL INFORMATION
Handouts are due November 30, 2006.
Both electronic and hard copy must be received by the deadline. Speakers are no longer permitted to bring copies of their handout for distribution in their session. If we don’t receive your handout by the deadline, there will be no handout for your session; however, an electronic copy may be submitted after the deadline for inclusion on the TechKnowledge Conference website.
Handouts are required for all sessions except panel discussions.
Panelists may provide a session handout but are not required to do so. If provided, please coordinate all panelists’ handouts into one document.
Review your edited session description and learning objectives before creating your handout.
We will edit session descriptions and learning objectives for clarity, style consistency, and proper grammar for the Conference website and print materials. We will contact you the week of October 1 to ask you to review your edited session description and learning objectives to ensure accuracy. Plan to reply promptly to this email with confirmation or edits (deadline will be noted in the email). Be sure to use the edited objectives in your handout.
To your session and learning objectivesonline:
1. Go to http://s19.a2zinc.net/clients/astdcfp/tk2007/ Click on “Speaker Login.”
2. Enter your eCode.Each speaker received a personalized eCode via email upon submission of their proposal.If you forget your eCode, please use the retrieve function on the login page.
3. Click on “View Sessions” to view a list of your sessions.
4. Click on the highlighted “Session Title.” This will allow you to viewyour session but not make any edits.
Page limit for handouts.
Please adhere to the page limit. Handouts that exceed the limit will be returned to you for editing. Handouts will be copied two sided and stapled.
The first page of the handout must include session title, number; speaker name, contact info; 1-3 application-focused learning objectives.
We need to be able to readily identify handouts, so please include session title and number prominently on the first page, as well as speaker names and contact info (an email or website address is sufficient). See a template of a handout first page in First Page of Handout in the Handout Guidelines section of the Speaker Kit.
In your proposal submission, you were asked for application-focused objectives that are supported by your session content and delivery. These objectives will clearly show how a participant will be able to apply your session content to their job.
Use simple fonts, such as Arial, that are easy to read.
Do not use elaborate or shadowed fonts. Decorative fonts are very difficult to read when projected on a screen, in reproduced copies, and in the subdued lighting of the session rooms.
Number pages in the lower right corner, including the cover page.
This is especially important because we are copying your handout from a hard copy.
Handout must be contained within both one hard-copy document and one electronic file.
If your session has multiple speakers, coordinate with your co-speakers to submit one handout. We can not combine multiple electronic files or hard copies.
If your handout contains PowerPoint slides, please limit your use of them and limit to two slides per page.
You may include copies of relevant PowerPoint slides in your handout, but your handout should be more than a copy of your slides. We are asking you to create a handout that will serve both as a workbook for the session and as a resource for the learner to use after the session. Therefore, limit your use of PowerPoint as a delivery mechanism, and go beyond making a presentation to facilitating learning. PowerPoint is fine as a support tool, but please find ways to engage and interact with your participants and have them engage with each other so that your session becomes a true learning experience for the participant.
Slides three to a page are too small to read. Instead, put two larger slides per page. To include PowerPoint slides in a Word document, simply go to the “slide sorter” view of your PowerPoint document, copy a slide, paste it in your Word document, and resize the slide. Or follow the directions below on how to save your PowerPoint file as a PDF with two slide per page.
Create a one-page job aid as the last page of your handout.
Your job aid should capture key points and address your edited application-focused objectives. The learner should be able tousethe job aid as a resource back on the job.
Need help designing a job aid? Some resources are:
Test print and reproduce your handout to ensure that both printed and reproduced documents are legible.
Your handout MUST be legible. Print out a hard copy of your handout, and then make a copy to ensure that it is legible–you can’t always tell from your computer screen if the hard copy or reproduction will be legible. If you can’t read it, your session attendees can’t either. Handouts will be copied in black and white from your hard copy, so avoid colors and shading—they do not copy well. And remember, the session rooms do not have the best lighting for reading small print. Our biggest complaints from conference attendees are about poorly created or illegible handouts. Illegible handouts will be returned to you for revision.
Mail hard copy of handout.
Your handout copies will be made from the original hard copy you send us. Please make sure it is a clean copy on 8 ½ x 11 paper; send it flat—not folded—in a 9x12 envelope; do not staple or fold it. Send to Katherine Dols, ASTD, 1640 King Street, Alexandria, VA 22313. Remember to test copy your hard document to ensure that it is legible when reproduced
Save electronic copy as a PDF file.
No other formats will be accepted. A PDF file is less likely to become corrupted, and handouts must be in a PDF format for posting on our Website. We are unable to convert handout files to PDF files. Handouts in any other format will be returned to you for converting to a PDF file.
If you do not have Adobe Acrobat software (which is necessary to create PDF files), your local FedEx Kinko’s can convert your file (Word, PowerPoint, or any other file format) to PDF for approximately .35 per page. Go to http://fedex.kinkos.com/locations/index.php to find a FedEx Kinko’s near you.
Here are directions on how to save your PowerPoint files as a PDF with two slides per page. If you take your file to FedEx Kinko’s, tell them you need two slides per page, and confirm that they know how to do that (take these instructions with you).
To save your PowerPoint file as a PDF with two slide per page:
- In your PowerPoint file, from the “File” drop down menu at the top of the screen, select Print. This will bring up the Printer Dialog box.
- In the “Printer” box, select Adobe Distiller or Acrobat PDF Writer.
- In “Print What” box, select Handout.
- In “Slides per Page” box, select 2.
- In “Color” box, select whatever selection will provide a legible document when printed on a black and white printer. You will want to test the various selections to determine the most legible choice.
- Click “OK.”
Email electronic copy of handout.
Name your file with your session number (e.g., TU102). Your e-mail message subject line should read: “TK07 Handout – your session #.” Email to kdols@astd.org. Alternatively, you may mail your handout file on a disk. Test print your electronic file to ensure that it is legible when printed.
NOTE: The electronic file will be used to post your handout on the TechKnowledge Conference website. All handouts (except for pre-conference workshops) will be posted two weeks prior to the conference and for six months after the conference. Handouts will be available as a secured PDF file (allows for printing only) to all Website visitors. If your handout contains proprietary information that you don’t want on the web, please edit your handout so it can be posted.
PROMOTIONAL MATERIAL, PRICE, AND PRODUCT LISTINGS ARE NOT ACCEPTABLE.
Unless specifically designated, ASTD programs are noncommercial forums. Under no circumstances should the Society podium be used as a place for direct promotion of a speaker’s product, service, or monetary self-interest. This does not apply to Expo-related sessions.
Here are examples of acceptable behavior that is not considered promotional. If you have any doubts, please ask us.
- Identify your company when you introduce yourself.
- Include your company logo on session slides.
- Alert your audience to any of your books that are available at the ASTD Book Store. If you are signing books in the ASTD Book Store, encourage your audience to attend your book signing.
- Put brochures or your business cards on the table in the back of the session room for attendees to take. You may not distribute company materials to your audience.
If your handout does not meet these handout guidelines, it will be returned to you for revisions.
The majority of complaints from conference attendees are about poorly created or illegible handouts. ASTD is the leader in workplace learning and performance, and we want the conference education program to reflect that leadership—in the quality of the speakers, their sessions, and their handouts. If we return your handout to you for revisions, please make the changes and return you handout in the time allotted; otherwise, ASTD will not be able to provide handouts for your session. Lack of handouts will result in negative evaluations.