Unit 4. Becoming a conference attendee

“A conference is just an admission that you want somebody to join you in your troubles.” Will Rogers

Task 1. Scan the text in Task 5 for the highlighted words and create a mini-glossary¹ on the topic.

Task 2. Match the sentence parts to make definitions.

1. If you chair a meeting,	to start it.
A panel is	you complete it in a satisfactory way.
To launch a large and important activity means	a small group of people who are chosen to do something (to discuss something).
If you wrap up a job or an agreement,	you give them a less important position or status.
If you moderate something,	you are the chairperson.
If you relegate someone or something,	it becomes less extreme or violent and more acceptable.
When you strike up a friendship,	you become involved in it and try to change it.
If you recap something,	you begin it.
Something that is discreet	you summarize it briefly.
If you intervene in a situation,	is intended to avoid attracting attention.

Task 3. Give the Russian equivalents to the words and phrases below.

A poster, a poster presentation, interactive, to chair, to moderate, a panel discussion, to launch, to wrap up, a meaningful layout, to relegate, a handout, to promote, attendees, to strike up, discreet, to intervene, a team effort, panelists, moderator's instructions, hints.

Task 4. Match the words with the similar meaning.

1. participant (n)	summarize (v)
2. layout (n)	cooperate (v)
3. handout (n)	printout (n)
chair (v)	advance (v)
moderator (n)	venture (v)
hint (n)	attendee (n)
recap (v)	manage (v)
interact (v)	plan (n)
promote (v)	chairman (n)
dare (v)	cue (n)

Task 5. Skim the text and choose the best title for it.

1. Interacting during Conference Sessions

1. Speaking Situations at a Conference

4. The Format of a Conference

______________________

When it comes to interactive moments at a conference — discussing your poster, chairing a session, or moderating a panel discussion — you must not only master the content but also manage the process. You must launch the interaction, guide it, and wrap it up. To be able to do so smoothly, you must prepare well, and you must do what you can to help other participants be well prepared, too.

A poster presentation is a form of oral communication. Accordingly, design your poster like a set of slides rather than a paper. Select a few messages and get them across by stating them verbally and illustrating them visually. Organize these messages into a meaningful layout on your poster. Relegate details to a handout. Then, at the conference but before your poster session, take any chance you get to promote your poster: Make people curious about it, encourage them to come see it, and make sure they can find it if they try. During the poster session, be proactive. Invite attendees with a smile and a cheerful welcome. Strike up conversation, manage the flow of questions and visitors, and be ready to repeat the same explanations to different people. End each conversation on a positive note, ideally by giving people a business card or, better yet, a handout.

Chairing a session is not an improvised task. To provide attendees with the global view they need to structure their learning, take time to introduce and close the session, previewing or recapping its contents and linking it to other sessions at the conference. To bring the speakers closer to the audience, introduce them carefully, daring to break free from traditional, often boring, conventions: Think about what the audience needs to know or might enjoy knowing, as well as about what would make the speakers look good. For a smooth process, manage time and questions gently but firmly. When speakers are in control, be discreet. When they are in trouble, intervene.

Panel discussions are a team effort. Prepare not only for the topic or the questions you know you will be asked, but also for the other panelists. Try to meet the other panelists before the session begins. Make sure you are clear on the format and process. During the discussion, follow the moderator's instructions (and give him or her hints if needed). Listen to what other panelists are saying so you can build on their answers constructively, even if you disagree. Keep the ball rolling: Make short contributions, hand over to other panelists (especially if you have no answer to offer), and encourage exchanges of viewpoints.

If you must moderate a panel or, more generally, chair a session, insist on meeting the panelists or speakers ahead of time, even if briefly, to go over the process, verify their biographical information (including how to pronounce their names), and simply get to know them. Much stress comes from the fear of the unknown — and through a short briefing with all people involved, you can eliminate many unknowns.

In all speaking situations, only the person currently speaking should make eye contact with those spoken to, usually the audience. If you are visible to the audience but not speaking, look at whoever is speaking to help redirect other people's gazes to him or her. For example, if you are being introduced, look at the chairperson introducing you, not at the audience. If you are the chairperson, look at the audience when asking for questions, but look mostly at the speaker while he or she is answering.

(English Communication for Scientists)

Task 6. Read the text in Task 5 and choose the answer. More than one answer is possible.

1. Interactive moments at a conference are

1. giving a presentation.

2. chairing a session.

3. moderating a panel discussion.

2. To be able to launch the interaction, you have to

1. master the content.

2. be well-prepared.

3. manage the process.

3. A poster presentation design should be

1. like a set of slides rather than a paper.

2. like a set of paper.

3. like a set of messages.

4. For a smooth process during session,

1. manage time and questions gently but firmly.

2. manage only time.

3. manage time and questions gently but firmly.

5. For the panel discussion you have to prepare

a) questions you will be asked

b) the topic not the questions you know you will be asked

c) a poster

Task 7. Decide if the statements are true, false or not mentioned in the text in Task 5.

1. At the conference before the poster session you should speak.

2. A panel discussion is designed to provide an opportunity for a group to hear several people knowledgeable about a specific issue or topic present information and discuss personal views.

3. Web conferencing refers to a service that allows conferencing events to be shared with remote locations.

4. It is helpful to think about what the audience needs to know beforehand.

5. If you must moderate a panel, don’t meet the panelists ahead of time.

6. In speaking situations, only the person currently speaking should make eye contact with the audience.

7. During a poster session, make attendees curious about your poster.

8. The role of the chairperson ideally includes both pre-conference preparation and during-conference facilitation.

Task 8. Make the word collocations and translate them.

to chair	a. interaction
to moderate	b. hints
to design	c. contributions
to launch	d. a session
to promote	e. friendship
to guide	f. a poster
to strike up	g. a panel
to make	h. conversation
to give	i. details
to relegate	j. eye contact

Task 9. Answer the questions about the text in Task 5.

1. What is a form of oral communication at a conference?

2. What way should you design your poster?

3. How should you behave during the poster session?

4. Is it necessary to prepare beforehand for chairing a session?

5. What is a panel discussion?

6. How should you behave during the discussion?

7. Have you ever been to a conference? If so, tell your partner about your experience.

8. What might be difficult about attending a conference?

Task 10. Read and the choose the correct form.

I hope all is well with you. Attached is our Abstract which I would like (1) that you / you to read and revise. It is actually 50 words over the limit required by the conference organizers, so I would recommend (2) to you to / that you remove any redundancy. The editor will expect (3) us to / that we provide the sources for all our materials, so we obviously need to add these. Also attached is our proposal for the request for funding. I suggest (4) us to / that we forward it to the Research Unit in Madrid. They will probably want (5) that we / us to phone them to discuss it. I would prefer (6) that we / us to use Skype if that is OK with you. I seem to remember that they suggested (7) us to call / calling early next week. If there is anything that you want (8) me to / that I do, feel free to let me know.

Task 11. Read the passage from “The Craft of Scientific Presentations” written by M. Alley and decide on the best word.

Perhaps, … (1) important advantage of a presentation is that a presentation offers … (2) on stage … (3) questions for the audience. Answers to questions can provide the audience … (4) with more depth about an aspect of the topic and with … (5) information outside the topic’s original scope. In a document, the author imagines the audience and, based … (6) that imagination, presents the topics … (7) he or she thinks that audience needs at the levels that the audience needs. In a presentation, though, the audience can …(8) revise the … (9) presentation by … (10) more depth or a … (11) scope.

One disadvantage of presentations … (12) in relation to documents is that while you have the opportunity … (13) a document or Web page, you have only one chance to say things correctly in a presentation.

(The Craft of Scientific Presentations)

1	A most	B the most	C more	D the more
2	A some	B anyone	C someone	D something
3	A answer	B to answered	C to answering	D to answer
4	A and	B both	C as well as	D or
5	A additional	B addition	C additive	D add
6	A upon	Bat	C on	D in
7	A that	B what	C than	D which
8	A essentiall	B essential	C essence	Dessentially
9	A originality	Boriginal	C origin	D originally
10	A request	B requesting	C requested	Drequesten
11	A broader	B more broad	C broad	D more broader
12	A relation	B in relation	C at relation	D to relation
13	Ato revise	B revise	C to revising	D revised

Task 12. Student A, read the information about advantages of making a presentation. Student B, read the information about disadvantages of making a presentation. Rewrite the italicized sentences as bullet points.

Student A

A second advantage of making a presentation is that a presentation allows the speaker the opportunity to observe the reactions of the audience and revise the presentation on the spot for that audience.

A third advantage of making a presentation is that a presentation offers more ways of emphasizing key points than a document does. In a document, an author can emphasize key points with repetition and placement. In a presentation, though, the presenter has all those options and one more: delivery. For instance, a speaker can pause before an important point. Also, a speaker can speak more loudly or reduce the voice to a whisper. Moreover, a speaker can provide additional emphasis by gesturing or moving closer to the audience.

So far, the advantages of a presentation have centered on the speaker’s interaction with the audience. A different type of advantage of making a presentation concerns the visuals aids that one can use in a presentation. Essentially, a document is limited to an illustration that fits on a page. However, a presentation can incorporate not only the still images of a document, but also the sequential images of a film. Moreover, a presentation can incorporate color into those images more easily and less expensively than a document can. In addition, the presenter can include demonstrations.

A fifth advantage of a presentation is of a legal nature. With some presentations, such as the evacuation procedures for a tall building, the presenter might want to ensure that the audience has witnessed the information. For this example presentation, the presenter can have the audience sign in when entering the room. This arrangement has advantages over a document, which might lie unopened.

Student B

A second disadvantage of a presentation is that the audience has no chance to look up background information. If in a presentation the speaker uses an unfamiliar word, such as “remanence,” and does not define the word,

then the audience is stuck. If the presentation’s format does not allow for questions until the presentation’s end, then members of the audience sit frustrated wondering what “remanence” means. With a document or Web page, though, the reader has the chance to look up “remanence” (which is the residual magnetic flux density in a substancewhen the magnetic field strength returns to zero).

Yet a third disadvantage of a presentation is that the audience is captive to the pace of the speaker. Unlike the pace of a document, in which an audience can read as slowly as is needed for understanding, the pace of a presentation is determined by the speaker.

The fourth disadvantage, which can be an advantage depending upon the speaker, is that the success of the presentation depends upon the delivery of the speaker. If the speaker is so nervous or befuddled that he or she cannot communicate the ideas to the audience, the presentation will not succeed. Delivery can cause a big swing in the perception of a presentation.

A final disadvantage of presentations is one of timing: how to gather everyone at a particular time to attend the presentation. Granted, teleconferencing can overcome this problem, but not everyone can afford this solution. Videotaping is a less expensive alternative, but videotaping loses one of the main advantages of presentations, namely, the interaction with the audience. Another issue with timing is the attention span of the audience. Although some people can listen attentively for more than one hour, many people become tired and restless after only twenty minutes.

Task 13. Complete the table below with the bullet points and discuss advantages and disadvantages of a presentation with a partner.

Making a presentation
Advantages	Disadvantages
Opportunity to receive and answer questions	One chance for speaker to talk; one chance for audience to hear
	2.
	3.
	4.
	5.

1. When was the last time you gave a presentation in English? Was it a successful presentation or not? Why?

2. What makes a good (bad) presentation?

Task 14. Student A: Make the presentation slides about your current research / dissertation results. Student B: Assess the presentation slides according to the Presentation Slides Assessment Sheet below.

Presentation Slides Assessment Sheet	Yes/No
1. Is the title interesting? Does it appeal to a narrow or broad audience?
2. Is the title and name of presenter given the most prominence?
3. Is there a variety of slide types – text, photos, diagrams? Or is it simply a series of slides with bullets?
4. Within a single slide is the text clear and short? Or is the slide crowded?
5. Is the font clear? Are there too many fonts and sizes?
6. Do some slides seem to be cut and pastes from text articles?
7. Are the illustrations and photos clear?
8. When looking at the slides, do you have the feeling of following a story or do they seem unconnected?
9. Are there any conclusions? Are the conclusions clear?
10. What does the final slide show? Is the final slide effective/original?

Task 15. Do the Quiz “You are Giving a Presentation”. More than one answer is possible. Discuss the answers with a partner.

How should you stand? Arms crossed on chest. Straight but relaxed. Knees unlocked. 2. How can you emphasize something? Point finger at the audience. Move or lean forward to show that something is important. Use a pointer to draw attention to important fact.	4. What should you do with your hands? Put hands on hips. Put one hand in a pocket. Keep hands by your side.
	What should you do when you feel nervous? Hold a pen or cards in your hands. Walk back and forth. Look at the flip chart or screen (not at the audience).
3. How should you keep eye contact with the audience? Make eye contact with each individual often. Choose some individuals and look at them as often as possible. Spread attention around the audience.	How fast should you speak? About 20% more slowly than normal. Just as fast as in a normal conversation. Faster than in a normal conversation. How should you express enthusiasm? By raising voice level. By waving arms. By making hand or arm gestures for important points.

(English for Presentations)

Task 16. Make the presentation about your current research / dissertation results¹.