Speaker guidance for RCPsych events

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 ask that you send us a copy of your slides in advance of the event (24 hours in advance for in-person events).
• If you give us permission to do so we will also be able to share a PDF copy of your slides with attendees.
• Online events: Either you can share your screen and control your slides or we can do it for you. You will be able to practice sharing your screen during your tech test.
  

Video

• You are able to share videos. 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

• In-person events: Typically there will be time scheduled within the programme for a Q&A session. In-person questions will be taken through microphones in the room. If your event is being livestreamed the Chair of your session will also be able to take questions from the online audience through the event app.
• Online events: Both platforms have a Q&A function. During your presentation attendees with be encourage to submit their questions in the Q&A field. The Chair of the session will then verbally be able to ask you questions after your talk. If there isn't enough time to go through all the questions submitted, you can type written responses.

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.
• In-person events: 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.
• Online events: We can upload your handouts and others info to the EventsAir platform or to the event pages on our website.

Polling

• In-person events: If your event is being livestreamed you will be able to utilise the poll function of our event app.
• Online events: Both platforms have the ability to carry out polls.
• 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. You will be able to see the results live on the screen.

Chat (online events only)

• Both platforms also include a chat function. This can be used to post messages to attendees and links to webpages and documents you would like to disseminate

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

1. Please use PowerPoint 2007 or later.
2. Save your file as PPT or PPTX.
3. When saving your presentation always include your name and session number in your chosen file name, e.g. 'S12JonesL.ppt', so it's easier to identify your presentation.
4. Use either standard (4:3) or widescreen (16:9).
5. Remove any read-only restrictions.
6. Remove any password protection.
7. Your font size should be at least 30 point or higher.
8. Please use dyslexia friendly fonts such as Arial, Verdana, Tahoma, Century Gothic and Calibri.
9. Limit the number of words on each slide.
10. For slides containing text, restrict yourself to key messages, using simple language where possible.
11. Limit the number of slides you use.
12. Do not read from your slides. The content of your slides is for the audience, not for the presenter.
13. Avoid using unnecessarily large image files.
14. Please provide 'alt' text for any images used.
15. Limit your animations and transitions. (Online events: This is particularly important if we are sharing your slides for you.)
16. Use bulletpoints and graphs to demonstrate your points.
17. If your presentation contains video and/or audio clips, please send both the PowerPoint file and video/audio file. (In-person events: Please bring a copy of both the presentation and audio file with you.)
18. 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'.
19. Avoid deficit framing of neurodivergence, i.e. avoid words like 'disorder' (instead say 'autism'), 'risk' (instead say 'likelihood'), 'sign' (instead say 'feature'), 'severity' (instead say 'support needs').
20. Please ensure that you have obtained copyright for any images or material being used in your presentation.
21. If your presentation contains any graphic images, please let your event manager know.
22. If you are using case studies, please ensure you anonymise any personal information about those involved.

If you have given us permission to do so we will record your presentation to make available to attendees after the event. This is typically for 12 weeks following the event unless otherwise stated. Only paying delegates will have access to this and your presentation will not be shared further.

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.

As you retain the copyright of the content of your slides and talk, please use our speaker permission slide at the start of your talk to indicate whether you are happy for images to be taken of your slides and in what circumstances they can be used.

If the topic you are speaking on could be at all controversial then we strongly recommend that you do not give permission for images of your slides to be shared. When images of slides are shared, the context of a presentation can be lost and the meaning may be interpreted differently and result in unintended harm to yourself or others.

Please do let us know if you are unsure and want to discuss this further.

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 and behaviours, which are Courage, Innovation, Respect, Collaboration, Learning and Excellence.

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

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 livestreamed event, there may be the possibility to present remotely.

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 through 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.

In order to successfully join the event online you will need:

• access to a reliable internet connection
• a PC or laptop
• Google Chrome or Microsoft Edge browser
  • Older browsers such as Internet Explorer are not compatible.
  • If you are using a Mac, we recommend using an alternative browser to Safari.
• a headset with a microphone.

In advance of your presentation the event manager will arrange a tech test to ensure you can access the platform.

The aim of the tech test is to iron out any technical issues and to ensure you are familiar with the platform ahead of the event. It will also be an opportunity to run through how the session will work on the day and to answer any queries you may have.

Please ensure you attend a tech test prior to your presentation, it should only take around 15 minutes.

To join the online platform, whether it's being hosted on Zoom or EventsAir, you will receive a link either directly from the platform or your Event Manager. 

The link should give you direct access to the platform but you will also be provided with log in details just in case.

Have a read through our detailed EventsAir and Zoom speaker guides for further details on how to join either platform.

Please ensure you join the event at least 20 minutes before the start of the session. This is to ensure we have enough time to deal with any technical issues and can start the event on time.

You will be emailed a unique link to join the event. Please do not share this with anyone as it is linked to your email address and details. If someone else uses your link they will appear on screen with your name.

If you have any issues on the day please contact your event manager as soon as possible. They will be able to support you with any problems.