Presentation guidelines

Enquiries:

Public Sector Commission

Dumas House, 2 Havelock Street, WEST PERTH WA 6005

Locked Bag 3002, WEST PERTH WA 6872

Telephone: (08) 6552 8882

Fax: (08) 6552 8710

Email: PremiersAwards@psc.wa.gov.au

Website: www.publicsector.wa.gov.au/news-events/premiers-awards

© State of Western Australia 2016

There is no objection to this publication being copied in whole or part, provided there is due acknowledgement of any

material quoted or reproduced.

Published by the Public Sector Commission, December 2016.

This publication is available on the Public Sector Commission website at www.publicsector.wa.gov.au

Disclaimer

The Western Australian Government is committed to quality service to its customers and makes every attempt to ensure

accuracy, currency and reliability of the information contained in this publication. However, changes in circumstances

over time may impact on the veracity of this information.

Accessibility

Copies of this publication are available in alternative formats upon request.

Nomination guidelines

Contents

Assessment process ........................................................................................... 4

1. Shortlisting assessment .................................................................................. 4

2. Category assessment ...................................................................................... 4

3. Overall winner assessment ............................................................................. 4

Recognition .......................................................................................................... 4

Presentation format ............................................................................................. 5

Presentation room layout .................................................................................... 5

Presentation upload requirements ..................................................................... 6

Important information from the judges .............................................................. 7

Uploading your presentation .............................................................................. 8

1. Naming conventions ........................................................................................ 8

2. Agency logo - mandatory ................................................................................ 9

3. PowerPoint – mandatory ................................................................................. 9

4. Photo media – mandatory .............................................................................. 10

5. Multimedia files – optional ............................................................................. 11

Presentation checklist ....................................................................................... 12

Further information ............................................................................................ 12

Appendix 1 .......................................................................................................... 13

Submission deadlines ............................................................................................. 13

Presentation guidelines

Assessment process

Premier’s Awards nominations are assessed against several general and category

specific criteria by a combination of judging panels.

The assessment process comprises three distinct stages. Nominations and

presentations are independently scored against the nomination criteria.

1. Shortlisting assessment

Judging panel delegates meet to discuss and agree on individual assessments of the

evaluation criteria. Recommendations are then made for up to five nominees to progress

to the category assessment stage.

All nominees are then informed of the outcome of the shortlisting process in June. A

summary is provided to all nominees detailing the scores received by the nomination.

Nominees are encouraged to seek feedback from the Premier’s Award program manager

regarding the outcome of this assessment process. This feedback can assist in the

preparation of the category assessment presentation or future Awards nominations.

2. Category assessment

Nominees who reach the category assessment stage are invited to deliver a 20-minute

presentation to a judging panel at Dumas House in late July. Information relating to the

presentation process, including a copy of this guideline, is sent to program managers.

The information presented in these guidelines includes tips for preparing and presenting

for the panel.

During this assessment phase, the judging panel choose a category winner and up to

three finalists per category. The finalists are formally announced in a media statement

from the Premier in August.

3. Overall winner assessment

Chairs of each category’s judging panel meet to evaluate all category-winning

nominations and select the overall winner.

Recognition

Finalists will be invited to attend the Awards Ceremony in November, where the Premier

will acknowledge the finalists and winners from each category and the overall winner. A

profile of winners and finalists is published on the Premier’s Awards page shortly after

the ceremony.

Presentation guidelines

Presentation format

The assessment process is highly competitive and an invitation to present is extended to

a maximum of five projects per category. These projects have been deemed by the

judging panels to demonstrate the most outstanding levels of innovation and

collaboration in providing services to the community.

Project teams are allotted 30 minutes with the judging panel—20 minutes for the

presentation and 10 minutes for question time. This is essentially an interview, where

project teams elaborate on their written nomination and provide further detail and clarity

to the selection criteria.

To ensure an equitable process for all nominations, presentation parameters apply. It is

important to use this guide when preparing for your presentation.

Advice from a past nominee:

Tell a clear and exciting story

Use all your time

Practice, practice, practice,

Use evaluations of success

Presentation room layout

All presentations are made to the judging panel at Dumas House. The presentation room

is in the Martin Jull Professional Development Centre and offers an intimate environment

for conversation.

Presentation guidelines

Presentation upload requirements

All presentation materials must be submitted via the Public Sector Commission

website at least three days before the presentation. The primary contact will be

emailed a link to the secure website to upload all materials. To avoid file upload

duplication, this link is only sent to the primary contact. It is expected that the primary

contact will be responsible for coordinating the presentation. If the primary contact details

change, please email the Premier’s Awards team with the updated information.

Edits cannot be made after a submission has been uploaded. Ensure all information

included is correct prior to completing the upload. Compressed files such as ZIP files are

not supported by the Commission’s IT and cannot be uploaded. Mandatory fields on the

form are indicated by an asterisk.

Once a submission is completed, the primary contact will receive an email confirming

receipt of the presentation materials.

Judge’s tip:

Observe environmental sustainable practices by reducing unwanted paper.

Be targeted and concise in the information provided, as judges have limited time.

Appendix 1 contains additional information, including dates and upload deadlines.

Below are some examples of the online file upload form.

Presentation guidelines

Important information from the judges

Judges have provided the following suggestions for delivering high quality presentations:

ensure the presentation fully addresses all evaluation criteria (general and category

specific criteria)

manage your time and stick to the script; time will always run short when

deviating from the plan (there is also potential to miss valuable key points)

engage with the panel in a way unique to your project; innovative and engaging

presentations always stand out

describe your project clearly and succinctly (i.e. what is the project; when was it

undertaken; who was involved; is it in development, testing or completed; what were

the major outcomes)

projects that are innovative, sustainable, represent best practice, have a high impact

and/or are above and beyond the agency's core functions are rated highly

be sure to detail the evaluation component of the project

if the project has been nominated before, outline how this nomination is different to

previous nominations

mention any other awards or recognition the project may have received

proofreading is important to the overall presentation of your submission

practice and rehearse the presentation.

Please note this is an environmentally sustainable event. The judges strongly

encourage nominees to observe environmentally sustainable practices by reducing

unwanted paper. Supplementary packages or handouts, including DVDs, reports and

booklets, are unnecessary and do not contribute to the decision making processes.

Presentation guidelines

Uploading your presentation

To ensure an equitable process for all nominees irrespective of organisation size,

location and budget, constraints have been set for category presentations.

1. Naming conventions

To make each part of your nomination easy to identify, we ask you to use the following

naming conventions:

Category abbreviation

Category name can be shortened to one of the following:

Developing the economy = DE

Improving Aboriginal outcomes = IAO

Improving government and reducing red tape = IGRRT

Managing the environment = ME

Revitalising the regions = RR

Strengthening families and communities = SFC

Western Australia in Asia = WAA

Agency name abbreviation

Agency names are to be abbreviated to their initials, e.g.:

Department of Heath = DH

Rottnest Island Authority = RIA

City of Bayswater = CB

Edith Cowan University = ECU

Project key word

Please use one or two key words to best summarise your project title, e.g.:

Australian forest regrowth plan = Forest regrowth

Site restoration project = Restoration

New finance framework = Finance framework

Presentation guidelines

Examples using the conventions above:

IGRRT_DH_Restoration

ME_CB_FinanceFramework

For multiple files of the same type, such as photos or videos, please add 1,2,3 at the end

of the file name. For example:

ME_CB_FinanceFramework_Vid1

ME_CB_FinanceFramework_Vid2

2. Agency logo - mandatory

A good quality image of your organisation logo is required and may be used by the

Commission when promoting your nomination. The image must be of suitable quality to

be used in a printed publication or on a website.

The specifications for the logo are:

the minimum resolution must be at least 300 ppi or dpi (this will ensure the image

quality meets the standard requirements for publication)

the maximum file size allowed is 5MB

the accepted file types are .jpeg and .png files (standard image formats)

3. PowerPoint – mandatory

PowerPoint presentations should have a simple and clear layout. It is recommended that

slides consist of no more than five to six lines of text, with at least a 20-point font size.

You can choose the slide size with which you are most comfortable, as the venue AV

system accepts both 4:3 (more square) and 16:9 (wide-screen) aspect ratios.

Presentation guidelines

Some other practices to consider are to:

leave space between paragraphs

use bold font for headings only

use italics and hyphenation sparingly

keep images, figures, graphs and animations as simple as possible

If you would like to include videos or audio files in your presentation, leave a slide with a

note where you would like the file embedded. The Premier’s Awards team will embed the

file on your behalf. For more information, see the multimedia section of this guide.

The specifications for the PowerPoint are:

maximum file size allowed is 10MB

accepted file types are either: .ppt or .pptx.

Advice from a past nominee:

Truly understand the criteria and think carefully about how

you can best address them within very limited time.

Judge’s tips:

A good rule of thumb is no more than 10 slides for a

20-minute presentation.

Care should be taken to avoid moving through slides

too quickly and provide appropriate time to read the

content.

4. Photo media – mandatory

At least two good quality images of your nomination are required and may be used in

promotional materials produced by the Commission. The images must be of suitable

quality to be used in a printed publication and on a website.

The specifications for the images are:

maximum of three images can be uploaded

minimum resolution must be at least 300 ppi or dpi (this will ensure the image quality

meets the standard requirements for publication)

maximum file size allowed for each uploaded file is 5MB

accepted file types are .jpeg and .png files (standard image formats).

Presentation guidelines

5. Multimedia files – optional

Audio or video files can be an effective way to show a project in action and provide

testimonials from persons unable to attend the presentation. Please be aware of the

length of files to ensure they stay within the designated presentation timeframes.

Please upload your files separately and clearly indicate:

which slide the audio or video file will appear on

whether you want the file to automatically launch when the slide starts or if you wish

to click an icon to launch it.

These actions will be set up by the Premier’s Awards team on your behalf and will be

ready for when you present. Below is an example presentation with layout and launch

instructions:

Specifications for the multimedia files:

maximum of three files can be uploaded

maximum file size allowed for each uploaded file is 150MB

file types are .wmv for videos and .mp3 for audio files

if multiple files are uploaded, please clearly identify the names of each file and where

they will be placed in the presentation (for example: v1, v2, v3).

Please be aware that there may be significant upload time involved with videos, particularly with larger files. If you experience timeout errors, please call the Premier’s Awards team on 6552 8579.

Presentation guidelines

Presentation checklist

Checklist Status

Obtain an electronic copy of the Presentation guidelines Yes No

Prepare presentation in accordance with these guidelines Yes No

PowerPoint slide requirements are satisfied Yes No

All presentation files will be uploaded to the secure link provided by

5:00 pm, on the assigned date (see Appendix 1) Yes No

All members of the project team attending the presentation have been

registered to attend the event via the secure link emailed to the primary

contact

Yes No

Further information

Further information about the awards is available on the Premier’s Awards page.

If you have any queries, please email the Premier’s Awards team or call 6552 8579.

Presentation guidelines

Appendix 1

Submission deadlines

This table details deadlines for uploading presentation materials by category. Refer to letters sent to your Chief Executive Officer /

primary contact for specific information on presentation date, time and location.

Category Presentation date Upload by

Developing the economy Tuesday 18 July 2017 Thursday 13 July 2017

Improving Aboriginal outcomes Wednesday 19 July 2017 Friday 14 July 2017

Improving government and reducing red

tape

Thursday 20 July 2017 Monday 17 July 2017

Managing the environment Friday 21 July 2017 Tuesday 18 July 2017

Revitalising the regions Tuesday 25 July 2017 Thursday 20 July 2017

Strengthening families and communities Wednesday 26 July 2017 Friday 21 July 2017

Western Australia in Asia Thursday 27 July 2017 Monday 24 July 2017

*Please note, all materials must be uploaded by 5:00 pm, at least three working days prior to your presentation as outlined above.