Presentation Guidelines Belgrade

IFLA’s Local History and Genealogy Section joint with Asia and Oceania Section
Satellite Meeting 2019 Belgrade 21-22 August 2019
Dear Colleagues

We thank you all for your submissions to this conference.

We would also like to inform you about the next steps of the process. We want to make the meeting in Belgrade a lively and engaging professional event. To achieve that, we will use a session format that aims at much more interaction with the audience than the traditional combination of “presentation followed by (a few) questions”.


To be specific:

  • we will organize the presentations into three sets – each with 4 to 6 presentations

  • each set will last between 1.5 and 2 hours

  • the audience will be sitting at 4 to 6 smaller tables

  • the plenary presentations will be brief – not more than 10 minutes

  • each set of presentations will last between 40 and 60 minutes

  • afterwards there will be a period of discussions at the tables for an equal amount of time (40-60 mins)

  • the presenters will participate in these discussions by moving from table to table

  • each presenter starts out at a different table – and circulates to the next (on a signal) after 10 minutes


This means that:

  • each presenter gives a brief plenary presentation

  • each presenter will have a chance to discuss their presentation in a series of small groups for 40 to 60 minutes

  • each participant will have a chance to discuss all the presentations in a small group for 40 to 60 minutes


The basic idea is to use half the time for a set of brief presentations – and half the time for small group discussions.  This format is inspired by the World Cafe Method.  If there is sufficient time available, the small group discussions may be followed by brief reports (in the plenary) from each group.


The World Cafe format works best if the presenters make a clear distinction between their written papers and their oral presentation.

Professional papers are written to be read and to be studied by colleagues. They tend to include substantial amounts of factual information, sometimes in the form of statistics, as well as detailed arguments in order to “prove their case”.

Good presentations are not miniature versions of the paper. The role of effective presentations is to inspire the audience and engage their interest. Doing that, in an age of massive digital  communication, means to focus on just a few topics, ideas and concepts.

We suggest you plan your 8-10 minutes on the stage accordingly. Concentrate on the main points you wish to make. Emphasize visual communication. Use slides effectively. Select pictures and images that bring out important ideas – and are attractive and stimulating at the same time.  For a good introduction, see using visual aids.

The planning team, which includes experienced editors and visual presenters, will be happy to assist you in this. We see the conference not as an endpoint but as a midpoint in a communication process between colleagues. We invite you to send us drafts of your presentation (slides, text) as well as of your paper for suggestions and supportive feedback between now and August.


We suggest these deadlines for feedback on drafts

  • early drafts: June 1

  • developed drafts: July 1

  • almost final drafts: August 1

but will be flexible in our approach.  Please send your drafts to: Bozena Rasmussen, Email:

The deadline for the final version of your paper, which will be published on the web before the conference, will be August 10. We will send you more information about the technical format before 15 June.

Laila Hussein Moustafa, Bozena Rasmussen and Tord Høivik

BR, 2th June 2019.