DMA11 Conference & Exhibition - Speaker Resources

SPEAKER HANDBOOK

It is our pleasure to welcome you as a DMA2011 speaker. This handbook provides an overview of everything you’ll need to know regarding your role at the conference. Also included are tips and suggestions for preparing your presentation.

We look forward to seeing you in Boston!

Paul McDonnough
Vice President, Conferences & Events
Group Show Director
Direct Marketing Association

Keith Baker
Conference Manager
Direct Marketing Association

GENERAL CONFERENCE INFORMATION

DMA Contact:
Your point of contact for the DMA2011 Boston Conference & Exhibition will be Keith Baker. Please contact either with questions you may have.

Keith Baker
212.768.7277 ext.1539
kbaker@the-dma.org

Conference Location:
Boston Convention & Exhibition Center
Boston, MA

Conference Registration:
As a speaker, you will receive a complimentary registration for the Conference & Exhibition, which includes all conference sessions, luncheon presentations, and keynotes, as well as full access to the Exhibit Hall.

Please note, council-related and other ancillary events, such as special receptions and the ECHO GALA are NOT included in your complimentary registration.

Speakers are asked to register online by July 29, 2011. Please visit the link below to complete your DMA2011 speaker registration. Please enter Keycode SPK when you go to the link: http://dma11.org/registration/pricing

Travel & Airport Transportation:
Please note, the DMA does not provide travel or hotel expenses for conference speakers.

For discounts on transportation including airfare and rental cars, please visit us at http://dma11.org/hotel/index.php

Hotel Accommodations:
To receive the special DMA2011 hotel conference rates you must make your reservation by July 29, 2011. Please use the following link to register for this event: DMA2011 Hotel Discounts

A list of designated hotels for DMA2011 in Boston is found below (note: we kindly request that speakers stay within the DMA2011 housing block).

1 – Westin Waterfront (HQ Hotel)
2 – Boston Park Plaza (International HQ Hotel)
3 – Hyatt Regency Boston
4 – Marriott Copley Place
5 – Omni Parker House
6 – Renaissance Boston Waterfront
7 – Seaport Hotel
8 – Sheraton Boston
9 – Westin Copley

PRESENTATION GUIDELINES

In order to ensure your success as a presenter, we have prepared this guide to help jump start your preparation and make your presentation a winner. As you prepare for your session, it is essential to consider the needs and expectations of our attendees: many DMA Annual attendees have over 10 years’ experiences in the DM community, and they appreciate interactive sessions that offer case studies, metrics, and proven methodologies.

DMA Policy on Content:
Speakers must provide information in an educational, non-commercial, non-self-promotional manner. Business logos, order forms, book promotion, etc. should not be included in handouts and deck presentations.

We do ask for your permission to print your logo in all promotional materials leading up to the event. If you do not wish to have your logo placed in these materials, please email kbaker@the-dma.org as soon as possible.

Before the Conference/Session:

Develop a session outline before creating your PowerPoint presentation – an outline will help you:
- Track time and ensure content delivery
- Summarize the appropriate points of the session
- Facilitate transitions between speakers’ presentations (if you are part of a panel discussion)
- Control the pace of the session to prevent someone from dominating the discussion
- Develop the session handout (please read the “Presentation & Handouts” section below)
Cross-check the content with the description and learning objectives submitted to the DMA so that attendees’ expectations are met.
Devise questions that can be ‘planted’ in the audience in case the discussion lags.

Additional Information for Panel Moderators:

Please contact your panelists in advance to plan your presentation. Successful panels plan conference calls with all speakers one or two times before the conference. Please inform Keith Baker if your session content changes significantly.
Discuss the session format with the panelists to determine what will work best. Will each panelist take a few minutes to share their expertise or will the panelists respond to moderator/audience questions throughout the session?

Presentation & Handouts*:

We cannot emphasize enough how important handouts are to attendees and the ultimate success of your session. Therefore, all speakers are required to submit electronically the FINAL version of their presentation and any handouts they may have for review by August 19, 2011. This will provide us the necessary time to complete a peer review of your presentation for content and promotional conflicts. The DMA2011 Conference Program team will notify you if any changes need to be made.

Presentation Requirements:

DMA2011 Slide Template (to be provided by the DMA) – The session title must be included as presented in the Conference Brochure
Presentations must be submitted in .ppt (PowerPoint format)
Slides to be kept clean and simple
Avoid too much text – use the 5x5 Rule: no more than 5 bullet points per slide, with a maximum of 5 words per point
Avoid small fonts – the rule-of-thumb is 24-point text
Use no more than two levels of bullets

Handouts:
If you do not have authorization from a client to use/post their company’s information for attendee access, or prefer to have a more detailed handout to complement your presentation, please adhere to the format below:

File Format – Word document or PDF in black and white
Requirements
- Include the Session Title and Learning Objectives accepted by the DMA
- Limit the size to no more than 10 double-sided pages
- No heavy solids or reverse copy
- Use a font no smaller than 12 point. Times, Helvetica and Arial fonts are recommended
Recommended Content – An outline of your presentation that includes the session’s learning objectives, topics to be covered, and a summarized paragraph on each of the topics
E-mail – Send your file to Keith Baker at kbaker@the-dma.org

Audio/Visual:
All concurrent session rooms will be equipped with standard equipment: podium microphone, table microphone(s) for panelists, projection screen, and LCD projector. Speakers are required to bring their own laptops.

Additional equipment requests (including internet connection) are subject to approval. Please be absolutely sure your session will require extra A/V services; extra services often require more labor and equipment, which results in higher costs to DMA.

Additional A/V Request Form – If you need to request additional A/V equipment, please complete the form included in this correspondence by August 19, 2011.
Sound Patch – If your computer will need to be connected to the sound system, you must request a sound patch

No additional equipment orders will be accepted on site. No exceptions.

On Site at DMA2011:

When you arrive at the Moscone Center:

Check-in at Speaker Registration Desk at least 2 hours before your session.
A Speaker Ready Room, where you may practice your presentation, will be made available to you (room assignment to come). A sign-up sheet will be posted outside the room so that you can schedule a time to use it.
Speaker Ready Room: (Need from Dina)

Saturday, October 1st & Sunday, October 2nd 9:00 am – 3:00 pm
Monday, October 3rd & Tuesday, October 4th 8:00 am – 5:00 pm
Wednesday, October 5th 8:00 am – 10:00 am
Please arrive at your session room 30 minutes before your session begins or at the session room’s earliest availability for a sound check and to ensure proper laptop connections.

YOUR ROLE AT THE CONFERENCE

Solo Speaker:
Please be sure to make housekeeping announcements (provided to you by the session monitor at the beginning of your session) about electronic evaluations, upcoming DMA2011 events, etc.

Set the stage and let attendees know if you prefer to save questions until the end of the session or if you prefer that people feel comfortable to jump in with questions as your session proceeds.

If attendees ask questions and do not use a microphone, please be sure to repeat the question so that the entire room understands what you are responding to. Also, because your session will be recorded, it’s important to capture the question for audio purposes.

As you close your session, be sure to summarize the key learning points and remind attendees to look out for the electronic evaluation that will be sent via email. Provide your contact information so that attendees have a way to contact you and/or the panelists with additional questions. (Please be cognizant of the self-promotional aspect here. Basic contact info – phone, email or web site – is sufficient.)

Panel Presentation:
The moderator should make the housekeeping announcements provided by the session monitor at the beginning of the session about evaluations, upcoming DMA2011 events, etc.

Much of the success of the session rests on the moderator’s shoulders – the moderator should work closely with panelists to ensure that everyone is on the same page and each speaker has adequate time to present their expertise on the session topic.

Use the Q&A period effectively. Depending on your objectives, plan to leave at least 5–10 minutes at the end of your session for questions. If attendees ask questions and do not use a microphone, please be sure to repeat the question, so that the entire room understands what you are responding to.

As you close your session, be sure to summarize the key learning points and remind attendees to complete the electronic session evaluation forms that will be sent to them via email. In addition, provide contact information so that attendees have a way to contact you and/or the panelists with additional questions. (Please be cognizant of the self-promotional aspect here. Basic contact info – phone, email or web site – is sufficient.)

Ask-The-Experts Roundtables:
The Ask-the-Experts Roundtables will be held in a private area in the Exhibit Hall at the Boston Convention Center to limit distractions and make it easier for attendees to find the sessions. Each table will be semi-private with pipe and drape to section each roundtable.

Attendees will be ready to engage in dialogue and hear answers to their most pressing questions, with approximately 30 roundtables running concurrently. Each table will have 10 chairs and attendees will be free to move from table to table during this time. Please note, there is no audio visual set up or recordings made for the ATE sessions; you may bring handouts for distribution.

Audio Recordings of DMA2011 Sessions:
Please note that most DMA2011 sessions are recorded and used for distribution to conference attendees by Content Management. We require your permission to record your session. Please go to the DMA2011 Speaker Resources page to download the permission form and submit to Keith Baker at kbaker@the-dma.org by August 19, 2011. If you do not submit a form, we will proceed with an audio recording. To ensure the best quality recording, please speak into the microphone and repeat all questions from attendees into the microphone before answering. Not only will this guarantee that everyone in the room hears the question, it will also capture the question and your answer for the audio version of your presentation.

FREQUENTLY ASKED QUESTIONS

What is a Speaker Ready Room?
A Speaker Ready room is a Room at the convention center where you may practice your presentation before your session. This room will be equipped with standard A/V equipment to ensure your computer is compatible with the LCD projector. Look for a sign-up sheet outside the room so that you can sign up for a time slot to practice. We will notify you with the room number closer to the conference.

If you are part of a panel presentation, a final on-site rehearsal with the other panelists and the session moderator is strongly recommended.

Will the DMA pay for my expenses?
Speakers are responsible for their own travel, hotel and local expenses.

What if I have to cancel?
Should you become unable to participate in the conference, please contact Keith Baker at 212.768.7277 ext.1539 or email us immediately. Please arrange a suitable replacement that will meet the approval of the DMA Conference Program Team, and provide us with all of their contact information, so that the DMA can update the DMA2011 website.

Speaker Files and Links Available on the DMA2011 Speaker Webpage:

Speaker Data Form
Additional A/V Request Form
DMA2011 Recording Form
DMA2011 Session Template
Speaker Self-Registration Link
Hotel Reservation Link

Deadline “Cheat Sheet”
DMA2011 Speakers

Date	Sent
June 1-June 30, 2011 Prospect/Client Registration Competition
July 29, 2011 Hotel registration discount deadline
August 19, 2011 Powerpoint presentations due to DMA for approval (mandatory) Recording Authorization form (mandatory) AV Request (only needed for those who need additional AV)
September 1-September 30, 2011 Speaker Prospect/Client Registration Competition

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