Roundtable Session Speaker Kit - Healthcare Design Magazine

November 3-6, 2012 | Phoenix Convention Center, Phoenix, AZ
Roundtable Session Speaker Kit
Thank you for your participation in the HEALTHCARE DESIGN Conference. Please review and retain this kit as it
provides important information, deadlines, and instructions to assist you in planning a successful experience.
Please also ensure that all co-moderators receive this information, so that they too will be aware of required
action items and deadlines.
As agreed to in your speaker letter, please adhere to the processes and deadlines outlined in this document. This
will ensure a successful conference experience for you and your peers attending the conference. Thank you in
advance for your cooperation.
Information
1. Registration Instructions Deadline: Friday, September 7
2. Social Media Sites Deadline: Friday, September 7
3. Bookstore Survey Deadline: Friday, September 28
4. Roundtable Presentation Guidelines/Handouts Deadline: Friday, October 5
5. Handout Instructions and Deadline Deadline: Friday, October 5
6. Preparing your Presentation
7. Hotel Room Reservations
This kit includes the following information:
1. Speaker Registration Instructions (All speakers must register) Deadline: Friday, September 9
2. Roundtable Guidelines and Info
3. Roundtable Handouts Instructions Deadline: Wednesday, October 7
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1. Registration Instructions Deadline: Friday, September 7
2 (two) moderators per roundtable receive a discounted registration of $750. ALL moderators must register by
September 7 th .
Full conference registrations include access to all networking receptions, provided meals, sessions and keynotes
during the conference. Pre-conference offerings (tours and select workshops) are available for an additional
charge.
If you do not plan to participate in the conference, you must register in order to gain entry to your own session.
Registration instructions were emailed to you during July. If you have not received your registration instructions
via email, contact registration customer service at hcdregistration@rhq.com or at 702-944-8753.
2. Social Media Sites Deadline: September 7
Please help HEALTHCARE DESIGN Conference promote social media sites or your professional Twitter messages and
blogs.
If you are interested in having the HEALTHCARE DESIGN Conference website list your professional blog or twitter
account, please send your information and we will post on the HEALTHCARE DESIGN Conference Website. Please send
your information to jbelon@vendomegrp.com
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3. 2012 Bookstore Survey Deadline: Friday, September 28
BreakPoint Books will be operating an onsite bookstore at the upcoming HEALTHCARE DESIGN CONFERENCE As
a service to our speakers, we would like to give you the opportunity to offer for sale any book(s) that you have
authored, or books that you may refer to/recommend.
Please complete and return the following author profile by Friday, September 28, 2012 and send to
Doug Grove - doug@breakpointbooks.com
Or Fax: 352-383-4403
Speaker Name: ____________________________________________________________________________
Phone: _________________________________ Email Address: ___________________________________
Have you authored your own book(s)? If so, please complete the following:
Title ISBN Publisher List Price
_________________________________________________________________________________________
Note: If your book is Self-Published, please use “SP” under publisher. Please include email address so that we
can discuss options with Self-Published Authors. Please do not list any outdated or out of print books.
PLEASE LIST ANY BOOKS THE BOOK STORE SHOULD HAVE AVAILABLE HERE
(Make sure that you only list the books that will be referenced in your session.)
Title ISBN Publisher List Price
________________________________________________________________________________________
DATE OF YOUR PRESENTATION: ________
*Note: This survey does not guarantee books will be in the HEALTHCARE DESIGN CONFERENCE 12 Bookstore.
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4. Roundtable Sessions Presentation Guidelines and Handouts
In an effort to be environmentally conscious, HEALTHCARE DESIGN CONFERENCE will not provide hard copy
session handouts however; you are encouraged to provide your roundtable attendees with handouts that
support your topic. Your handouts can be uploaded to a secure online website that attendees can access during
and after the Conference. If you need additional assistance, please email Alison Berger at The Center for Health
Design at aberger@healthdesign.org
Roundtable sessions will also not have access to a LCD projector. As such we ask that if you have materials that
are essential to this discussion session, please print handouts ahead of time.
We strongly urge you to submit your handouts and/or other supplementary materials for inclusion in the online
conference proceedings, both to give you the opportunity for additional exposure, and to provide attendees
with a complete and useful reference source.
If you intend to provide handouts, tell the audience ahead of time that they can be accessed on this site. This
way they need not waste time taking unnecessary notes and can focus on your discussion. Directions for
attendees to access handouts can be found in the HEALTHCARE DESIGN CONFERENCE onsite program guide.
Handouts will be posted in PDF format to the HEALTHCARE DESIGN CONFERENCE website for attendees to
access before the Conference through a password protected area. Please submit your presentation for inclusion
in the HEALTHCARE DESIGN Conference Proceedings no later than Friday, October 5 using the submission
instructions provided below. If you send your presentation AFTER this date the handouts will not be uploaded
until after the Conference for attendees to view.
Please keep in mind that attendees who take part in your session, as well as those who may not be present, will
have access to the post-conference handouts/materials. In addition to your handouts, feel free to submit
additional supplementary resources such as diagrams, illustrations, or any other materials you think would be of
benefit to attendees.
We understand that some handouts may contain proprietary and/ or copyrighted images and information not
permitted for Web distribution. If your handouts contain such images/ information, please submit revised
handouts without that information, or alternate materials that would be of benefit to attendees. At a minimum,
please supply a brief roundtable description or outline along with your contact information for attendees to
reference after the conference should they have questions. By providing your materials for the Website, you
consent that the content does not violate or infringe upon any copyright or other proprietary rights, contains no
matter which is libelous or otherwise unlawful, or which invades the rights of privacy of any person or party.
Coordination with your presenters
If you are presenting a program with a co‐presenter, please make sure to coordinate your presentations to
ensure compatibility, and avoid inconsistency and duplication. Where possible, co‐speakers should strive for
consistency in formatting of their presentation
Please No Selling of Products or Services from the Podium
We ask that all speakers to refrain from focusing on specific commercial product or service, especially their own,
to avoid conflict of interest which would put the HEALTHCARE DESIGN Conference in an awkward position, and
will guarantee that we will receive complaints from the attendees. To make it clear how important this issue is to
the Board and Planning Team and how negatively our audiences react to this practice, “selling from the podium”
will be grounds for not Inviting a speaker to any future HEALTHCARE DESIGN Conference.
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5. Handout Instructions and Deadline Deadline: Friday, October 5
You are encouraged to provide your roundtable attendees with handouts that support your topic. Your handouts
can be uploaded to a secure online website that attendees can access during and after the conference.
Handout presentations should be saved as below
Please name your file as follows: Session ID Code_Lead Speaker Last Name
i.e. E01_Wilcox
Handouts should be uploaded to the Center for Health Design’s Dropbox site using the following instructions:
1. Open your web browser and enter the following web address: http://www.getdropbox.com
2. This will take you to the Dropbox home page.
3. In the upper right hand side of the screen enter in the following email address and password:
Email address: aberger@healthdesign.org
Password: hcdconference2012
3. Click on the LOG IN button
4. Click on the folder titled HEALTHCARE DESIGN CONFERENCE PRESENTATIONS
5. Click on the Upload button. Select your presentation click Start Upload button.
6. It may take some time to upload your presentation depending on the file size. When complete,
click the log-out button and close the Dropbox page.
7. When you have uploaded your presentation please email Alison aberger@healthdesign.org
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6. PREPARING YOUR PRESENTATION
As you prepare for your discussion, the HCD.12 conference program team offers the following tips to help make
your presentation a success.
AUDIENCE
The HEALTHCARE DESIGN Conference draws its audience from many disciplines and different levels of
professional experience including architecture, interior design, facilities management, academia, clinical care,
product developers, and researchers, to name a few. These attendees are interested in an interactive discussion
on your topic area and want information that they can take home with them and begin to apply to their
respective disciplines and initiatives. Attendance in your moderated discussion will be capped at 45 people to
allow for optimum interaction.
ROUNDTABLE DISCUSSION FORMAT
Roundtable discussions are designed to provide attendees with an informal and focused opportunity to take part
in interactive programming, and convene with like-minded individuals on a specific area of interest. As a
moderator, you are expected to share just-breaking information about the topic at hand, encourage dialogue
and facilitate discussion between you and the rest of your fellow participants.
Moderators are asked NOT to give a formal presentation, but rather act as a moderator to introduce the topic of
discussion, provide rich content and insight about that topic and facilitate productive dialogue.
In keeping with the spirit of a discussion, attendees will not be arranged in an “theater”-type setting, but will be
arranged in a more informal, networking-type setting (“hollow square room set”).
Also, because the roundtable is not a presentation, audio visual equipment will not be available in the room.
A flip chart may easily be provided to capture discussion points that are generated during the discussion.
You are also encouraged to bring visual boards to the discussion if that is appropriate.
FACILIATING YOUR ROUNDTABLE DISCUSSION
Capture the Audience
People form an impression of an experience in the first 15 seconds.
Introduce yourself and share with the group why you wanted to lead a discussion on this topic and what
you hope to accomplish.
Get them to sit up and take notice by opening with a story, an anecdote, and a startling piece of
information, a quote or something humorous that is germane to your topic. Let your audience know that
they are going to enjoy the next 60 minutes with you.
If the group is small (under 20) have everyone around the table introduce herself or himself and explain
why they are there/what they want to learn. If the group is larger, ask a few participants to share their
desired outcomes.
Prepare an Agenda
Prepare an agenda and/or outline of topics you want to cover.
Share it with the participants, either as a handout or on the flip chart. Ask them if they have anything to
add.
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Use Stories and Be Relevant
Most audience types relate to a story or anecdote that ties your message back to them.
If your discussion relies on statistics, use only the most relevant data to relay the message and avoid
getting bogged down.
If your discussion introduces research, focus on the results and its applicability (over the methodology).
Make sure your audience is familiar with acronyms, references and technical terms used in your talk. Be
kind and define any terms that may not be understood.
Create A Dialog
Create a dialog with participants by asking probing questions at various times during the agenda.
Try not to let a few people dominate the conversation and ask those who are silent if they have anything
to say.
Use Variety
A great way to engage your audience and maintain their attention is by delivering information in a way that they
can relate to.
Think of how you can make your topic applicable to their everyday.
A few anecdotes and practical examples to illustrate your points will make it easier for your audience to
understand complex issues and remember what you said after the discussion.
Timing
Watch the time and make sure to end at the appropriate time.
Five minutes before the end of the discussion, engage participants in a summation of key thoughts and
concepts.
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7. Hotel Information
The following hotels are the host hotels for 2012 HEALTHCARE DESIGN Conference
Hyatt Regency Phoenix
Room rate: $219.00/night plus tax and fees
For addition information on reservations please call 402-592-6464 or 888-421-1442 (you must mention the
HEALTHCARE DESIGN Conference to get the group rate).
Set within the center of this cosmopolitan Southwestern city, the Hyatt Regency Phoenix offers panoramic city
and valley views from its famous sky-high revolving restaurant – Compass Arizona Grill.Discover its sophisticated
urban accommodations featuring award-winning dining and comfortably appointed guestrooms offering
irresistible amenities.
The Hyatt Regency Phoenix is just minutes from city’s renowned Chase Field, US Airways Arena, CityScape, ASU
Phoenix Downtown and the Herberger Theater.
View the Hyatt Destinations Phoenix city guide for insider information on local culture, restaurants, shopping,
events and more.
For reservations, click here.
This group requires a 1 night room and tax deposit at the time of booking, with a 60 days cancellation policy. If
you should cancel your reservations within the 60 days of arrival your deposit is non-refundable.
Sheraton Phoenix Downtown Hotel
Room rate: $229.00/night plus tax and fees
Sheraton Phoenix Downtown Hotel is conveniently located adjacent to the Phoenix Convention Center and five
miles from the Sky Harbor International Airport. Our new 31-story hotel redefines the city's skyline, offering
great mountain and skyline views. Our hotel boasts over 1,000 guest rooms, modern meeting space, outdoor
pool, onsite fitness center, and the new District Restaurant and Bar.
For reservations, click here.
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