Speaker guidance for in-person events

For the College's in-person events we would expect all speakers to present in person. 

Your event manager should have been in touch to confirm your presentation length and time slot.

If you are unable to present in person, please let your event manager know as soon as possible to discuss options.

If you are part of a live streamed event, there may be the possibility to present remotely.

There are several functions and features you can utilise to make your presentation as engaging as possible.

• PowerPoint slides: please read through our presentation best practice below before putting your slides together. We also ask that you send across a copy of your presentation at least 24 hours prior to the event. If you give us permission to do so we will also be able to share a PDF copy of your slides with attendees
• Video: you can share videos on the day. For this to work successfully it is best practice to send us the video in advance and we can share it for you on the day
  
• Q&A: typically there will be time scheduled within the programme for a Q&A session. If your event is in person all questions will be taken through microphones in the room. If your event is being live streamed the Chair of your session will also be able to take questions from the online audience through the event app 
• Handouts and further information: if you would like to disseminate any handouts or further information to attendees please ensure you send us this information in advance. We will not be able to print any handouts but will be able to disseminate information to attendees through the website or via email prior to the event. 
• Polling: if your event is being live streamed you will be able to utilise the poll function of our event app. If you would like to run a poll during your presentation please send your event manager the questions and answers in advance. On the day we will launch the poll for you when you indicate to do so

In order to avoid any issues on the day of your presentation please read through our best practice 

• Please use PowerPoint 2007 or later
• Save your file as .PPT or .PPTX
• Use either standard (4:3) or widescreen (16:9)
• Remove any read only restrictions
• Remove any password protection
• Your font size should be at least 30 point or higher
• Please use dyslexia friendly fonts such as Arial, Verdana, Tahoma, Century Gothic and Calibri
• Limit the number of words on each slide
• For slides containing text, restrict yourself to key messages, using simple language where possible
• Limit the number of slides you use
• Do not read from your slides. The content of your slides is for the audience, not for the presenter
• Avoid using unnecessarily large image files
• Please provide ALT text for any images used
• Limit your animations and transitions
• Utilise bulletpoints and graphs to demonstrate your points
• If your presentation contains video and/or audio clips, please send both the PowerPoint file and video/audio file. Please bring a copy of both the presentation and audio file with you to the event
• In general, do not define people by their illness, instead use person-first language, so you describe someone as experiencing mental illness (i.e. individuals with schizophrenia/patients who have psychosis) We recommend using identity first language in the context of autistic people and autism, so you would write autistic person not a person with autism
• Avoid deficit framing of neurodivergence, i.e. avoid words like disorder (instead say autism), risk (instead say likelihood), sign (instead say features), severity (instead say support needs)
• When saving your presentation always include you name and session number in your chosen file name, e.g. S12JonesL.ppt, as it's easier for our technicians to identify your presentation

You are welcome to use your trust, university or organisation's PowerPoint templates. If you do not have a PowerPoint template available, please feel free to use the College template

If you have any accessibility requirements or need any reasonable adjustments made for you to comfortably present at the event please ensure you include this information on your completed speaker form.

If you wish to discuss anything in further detail please contact your event manager.

We would encourage you to send through a copy of your PowerPoint slides at least 24 hours prior to the event.

If you are unable to do so, on arrival at the venue, please make the staff team at the registration desk aware and they will direct you to our AV team.

You will not be able to present from your own laptop on the day.

Please ensure you arrive at least one hour prior to your presentation time to ensure we can upload your slides.

All speakers, facilitators and chairs are invited to attend the meeting free of charge on the day of their presentation, unless specified otherwise. The full daily fees will apply for any other day(s) or social events attended. 

You can book any additional days you would like to attend on our  website.

If the event is being recorded you will also gain access to the session recordings for the day you are presenting free of charge. If you would like access to any additional days you will need to book and register for that day.

If your event is being recorded your event manager will let you know.

The recordings are typically available to registered attendees of the event for 12 weeks following the event, unless otherwise stated.

It is not possible for us to edit the recording after the event so please ensure that you are happy for everything contained within your slides to be shared in this way. The recording of your presentation belongs to the Royal College of Psychiatrists and cannot be shared with you following the event for personal use, training purposes or such like. The content of your presentation belongs to you and you are welcome to present the same presentation elsewhere.

Please ensure that you have gained permission from any patients, service users or colleagues before including them in your presentation.

Please ensure that you have copyright permission for any images or tables which you are using in your presentation.

College meetings are open to invited members of the Press. If you do not wish all or part of your session to be reported in the press, please inform your event manager.

All chairs and presenters at College events are expected to uphold the College values, which are Courage, Innovation, Respect, Collaboration, Learning and Excellence.

Please follow this link to read more about the College values and behaviours. 

Please also ensure you have read our privacy policy and code of conduct prior to presenting.