GENERAL NOTES

1. Please note the difference in time allocation for presentation by PhD level speakers. PhD speakers will be expected to give a 7 minute speed presentation (see “Notes for Presenters” for more details).
2. Please check the wording of your AGM title carefully as it currently appears below. For example, check the use of italics, capital letters, and make sure that your full title is not in capital letters.
3. A detailed programme with dates and time slots will be presented closer to the time of the AGM.

 AGM VENUE
The AGM will be held at the SANBI Education Centre venue at the National Botanical Gardens in Pretoria on 24 and 25 November. The street address of the Botanical Gardens is 2 Cussonia Avenue, Brummeria, Pretoria. From the University, travel east on Church Street which then becomes Pretoria Road. Once you have passed under the N1, you will see the Botanical Gardens in front of you where the road continues either left (Pretoria Road) or right (Cussonia Avenue), go right. You are now travelling parallel to the N4 east with the Gardens on your left hand side. The main entrance to the Gardens will be on your left, where there will be a traffic circle. Turn left into the Gardens and either park at the visitors entrance or go around the circle and travel on the small brick paved road that runs parallel to Cussonia Avenue, until you find the boomed SANBI staff entrance on your left. Enter here and ask the guard to direct you to the Education Centre parking area. There is ample safe parking for all vehicles at the venue.  If you enter the Gardens at the main visitor’s gate, you will need to explain that you are heading to the Education Centre for the AGM so as not to pay the entrance fee.
If you have any problems with transportation to get to the venue, then please contact Nico de Bruyn. But first try and arrange a lift with someone in the department.   

Notes for Presenters

Resize and save graphic files with a graphic program before putting into Powerpoint – this will reduce the file size. Try to keep file size below 10 Meg

Office 2007 will be used during the AGM. Please name the file as follows: Name_Surname.pps (i.e. as your name appears in the programme above).  Deadline for email submissions and uploading to Darwin of Powerpoint submissions is 12:00, Wednesday 23 November 2011.

IMPORTANT: If you cannot make this deadline then bring your presentation to the AGM venue on a CD or flash disk. There are no network connections at the AGM venue so please make sure you adhere to this.

Honours and MSc speakers
You have exactly 12 minutes at your disposal - ideally 10 minutes for presenting your report and 2 minutes for fielding questions from the floor. The Session Chairperson will indicate when your 10 minutes have elapsed, will also allow your presentation to stray into question time, but will stop you abruptly when your 12 minutes are up.
PhD speakers
You will be required to do a speed presentation. You have exactly 7 minutes (ideally about 7 slides) at your disposal. The Chairperson will indicate when 5 minutes, and then again when 6 minutes have elapsed. Thereafter you will be asked to stop after 7 minutes have elapsed. There will be no time for questions during this time. There will however be time for questions at the end of each speed presentation session. During this time, questions can be addressed to all the relevant speakers of that session.

Notes for Chairpersons

During your session, introduce each speaker and his/her topic, and be on hand to help with possible initial hiccups (lighting, pointer, switching the overhead projector on/off, etc.). Stick rigidly to the time schedule. For Honours and MSc presentations, indicate to the speaker when 10 minutes have elapsed, and stop them dead in their tracks after 12 minutes (use your imagination!).  If there is time for questions, please invite these from the audience. For PhD presentations, give the speakers an indication after 5, and again after 6 minutes have elapsed. Stop the presentation after 7 minutes have elapsed.