Guidelines for Roundtable Presentations
Roundtable presentations are among the most flexible format offered at the conference, and may look quite different from session to session. The one thing that they have in common is that each allows for extended discussion among a small cohort of colleagues. Roundtables are excellent venues for giving and receiving targeted feedback, engaging in in-depth discussions, and meeting colleagues with similar interests. Roundtables can offer unique opportunities for learning and professional exchange.
Definition: Roundtables are 75-minute oral presentations with discussion. Roundtable presentations typically include 20-30 minutes of initial presentation, followed by discussion and feedback.
Visual aids: Roundtables typically do not have traditional audio-visual aids available. However, many roundtable presenters bring handouts illustrating their work.
Preparation: Although roundtables rely heavily on discussion, this does not negate the need for advance preparation. You should develop the presentation portion of your session and practice it until you are comfortable sharing your thoughts and ideas.
Handouts: Bring 15 copies of all materials that you wish to share with session attendees. Be sure to include your contact information on the first page to encourage follow-up. Avoid the use of 'insider' language, acronyms, and abbreviations that make it difficult for attendees to comprehend readily.
Outstanding presenters include as part of their handouts
a) key lessons to be learned, and
b) a list of resources (web links, books, people) to learn more.Questions: While your attendees may be eager with questions, it is useful to have one or two prepared questions at the ready that you can use, if needed, to stimulate the discussion. Questions need not only be for you as the presenter, they may also be directed to the attendees at the session, encouraging their participation, feedback, and the sharing of lessons learned.
At the session:
Arrive early and greet those in attendance: Welcome other speakers and attendees and make everyone feel at ease.
Give your presentation: Speak clearly, offer your personal insights, and encourage questions and discussion. Take advantage of the expertise and insights from other attendees to build your professional network.
If you have only a few attendees, take advantage of the opportunity to have each person briefly introduce him- or herself so that you may identify connections, and encourage exchange, among those in attendance.
Troubleshoot: One of the most difficult challenges in planning for a roundtable session is that they are, by definition, meant to accommodate a small audience. Occasionally, larger audiences show up. Encourage attendees to pull up chairs, and to share materials if needed.
Post-conference: After the event is over, you may receive emails or calls from those who heard, or heard of, your presentation. This is an opportunity to build your professional network and sustain the field through collegial exchange. Where appropriate, you may want to ask those inquiring about their work to see how it might mesh with your own in ways that could be advantageous to you both.
If you have materials that you know multiple people would appreciate receiving, you may want to create a sign-up sheet to pass around at the session. In this way, you can send one follow-up email to the multiple attendees rather than multiple individual ones, each with the same information.
Adapted from the American Evaluation Association "Guidelines for Roundtables" http://www.eval.org/eval2010/10roundtables.htm