Information for speakers at NDF2019

Firstly, a sincere thank you from the organising committee for agreeing to speak at this year’s NDF conference. Presentations such as yours are what makes NDF so special every year.

The NDF audience

The people who come to the conference are just like you. They’re interested in how cultural organisations can work digitally to share material and engage with people. They want to make their organisations a bit more adventurous and open to experimentation. They want to know how you made your great stuff happen so they can go do the same and push some boundaries.

The majority of attendees work in museums, libraries, galleries and archives, but increasingly that audience, like our topics, is diversifying. Attendees may also come from government, universities, cultural and community organisations, web and digitisation companies, education and groups with related interests such as Creative Commons and Internet New Zealand.

Generally over 300 people will attend, largely from New Zealand but also some from overseas. Their experience and expertise will vary greatly – for some what you have to say will be brand new, for others you’ll be adding strings to their bow because they’ve been doing this a while. NDF prides itself in being welcoming and accommodating to all – we’re a community and we’re looking forward to your presentation running in harmony with that.

Your presentation

We know that some of you are seasoned conference presenters. However, we also know some of you are stepping up to the stage for the first time. The following advice aims to provide you with some guidance on making the best of your NDF speaking opportunity. Please use this advice in the way that makes sense to you.

Where to pitch your presentation

People come to NDF to learn, and to meet like-minded people. They want to know:

  • What you’re doing and why?

  • Who you’re working with and who is it for?

  • What hard decisions or challenges you faced – what have you learned from doing it?

  • Why it’s surprising/new/useful/different/beautiful/important?

And remember, enthusiasm is infectious! Do share stories and disappointing experiences you learned from.

Tips for planning your presentation

Think about what you’d like people to say about your presentation – when they tell a friend – what do you hope they’ll say?

Plan your talk on post-it notes or a whiteboard before you get stuck into making slides; what are the points you want to make sure the audience absorbs?

Do a practice run and time it. Even better, do several practice runs.

Keep your slides visual, rather than text-heavy: Creative Commons photos on Flickr or Wikimedia Commons are a great resource. You can also use the ‘usage’ filters on Digital New Zealand to find free-to-use material. For images you do use, remember to attribute them appropriately.

Take a look at some of last year’s presentations to get a feel for the audience and style.

Past experience shows us that people don’t love:

  • slides with lots of text and lots of bullet points

  • complex diagrams that can’t be easily seen by the audience

  • page-by-page demonstrations of your website (they can click around it when they get home)

  • presenters who rush to get through all their slides – give yourself room

NDF Code of Conduct and managing sensitive material

NDF welcomes everyone to observe, participate, learn and grow together.

NDF Code of Conduct: When engaging with our community, whether online or in person, we want everyone to have a good time and feel safe. Our Code of Conduct sets out what we should expect of each other. In particular, we acknowledge that there are sensitive materials in our collections and that we work with all types of people and communities.

It is okay to use graphic material and tackle sensitive topics that we deal with in our work, but please avoid surprising people with materials that might be R-rated or seen as culturally insensitive without a warning. We want to be kind to people, refraining from unnecessary sexual imagery or language, providing a warning if need be, and presenting any sensitive material in a respectful context.

We request that speakers let the NDF organisers know if they will be using sensitive material so it can be noted in the programme. Please email NDF by 1st November 2019.


All speakers are required to complete the registration process and pay prior to arrival. Please check your inbox for an email containing the link to register as a speaker or use this form.

As part of the registration process you will be asked for your consent to video recording. We require your permission for your slides and presentation to be recorded and published on the NDF website and on YouTube. If you give permission you agree that NDF can make your recording and slideshow presentation publicly available online with a suitable Creative Commons licence so that it can be re-used by others as long as it is appropriately attributed to you.

We will also ask whether you would be happy to speak to media if the opportunity arises.

Pre conference workshops will be taking place on Monday 18th November, you can register for these as part of the registration process.

Accommodation and travel

These are your own responsibility.

Audio visual

The following will be available in each meeting room:

  • Laptop

  • Data projector

  • Lectern

  • Microphone and sound system

  • Internet

If you don’t want to be stuck behind a lectern while you talk, let us know and we can discuss other options with you.

Please bring your presentation on a USB stick on the day. Your presentation should be in 16:9 format. Please ensure you bring any embedded videos as separate files (just in case) and the appropriate fonts used in your presentation.

If you require any support outside general Windows/Mac applications or would prefer to use your own laptop, please let the conference organisers know.

A speakers’ preparation room will be available for any last minute updates or checking. There will be an AV technician available in each room who will test your presentation, and ensure it is uploaded correctly to the system. It is essential you ensure your material is checked well in advance of your presentation, to ensure all fonts, videos etc. appear as you intend them to.

We intend on collecting your presentations if at all possible to publish with the recorded sessions online at a later date.


The draft conference programme is live on the website and will be updated with any changes. You should have received an email to add the finer details to your session and tell the audience a little bit about yourself. If you haven’t received this let us know at We would appreciate it if you could make your changes by Monday 14th October.