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Presentation Guidelines

Technical Information (All In Person Talks)

We realize that losing speaking time due to technical glitches or other problems is a frustrating and stressful experience. This information is provided to presenters in advance in order to help minimize problems on the day of the presentation.

Plan to arrive at your session room 15 minutes in advance of your session. This time is for checking in with the session presider and transferring your presentation to the laptop in the room. A student A/V volunteer will be available to assist you.

• Microsoft PowerPoint is the recommended format.
• You should bring a copy of your presentation on a USB flash drive. Uploading your slides to the website does not send them to the session room.
• Each meeting room will be equipped with a dedicated LCD projector and PC laptop. The laptop will be running Windows 10 with MS Office 2019.
• Widescreen (16:9) aspect ratio works best for our screens.
• There will be audio capability in each room for presentations with sound.
• The convention center will have wireless available, but we do not advise you to rely on it for any critical components of your presentation. It is best to bring everything you need on the flash drive. If your presentation will feature internet content, be sure to have backup versions ready (screenshots, for example).
• All speakers are welcome to test their slides in advance in a Speaker Ready Room. We especially recommend testing your slides if you are using a format other than PowerPoint.
• Please do not use your own laptop. Many A/V delays are caused by issues relating to disconnecting and reconnecting the equipment in the room.
• A remote slide advancer (clicker) and laser pointer will be available in each room.
  
  

Technical Information (Remote Speakers in Hybrid SYMP, OOS, INS)

Remote speakers will join hybrid invited sessions through Zoom. We are still working out the logistics for remote speakers with our AV support company. We will update this section and send instructions to remote speakers during July. For now, please plan to use a laptop with a stable internet connection (preferably ethernet), with the latest version of Zoom installed, and a headset that includes a microphone that you have tested on the same computer.

Contributed and Organized Oral Talks

Contributed oral presentations are scheduled for 15 minute timeslots. 12 minutes are allotted for each presentation plus 3 minutes for questions. Time limits will be enforced by the session moderator (OOS) or presider (COS), who will warn each speaker when they are approaching their time limit.

You may end before 12 minutes to allow more discussion but you should not run over this time. The 3 minute period between talks belongs to the audience, not to the speaker. This period allows for questions, discussion, and a smooth transition to the next speaker. Q&A will be managed by the the session moderator (OOS) or presider (COS).

Symposium Talks

Symposium presentations are scheduled for 20 minute timeslots. 15 minutes are allotted for each presentation plus 5 minutes for questions. Time limits will be enforced by the session moderator, who will warn each speaker when they are approaching their time limit.

You may end before 15 minutes to allow more discussion but you should not run over this time. The 5 minute period between talks belongs to the audience, not to the speaker. This period allows for questions, discussion, and a smooth transition to the next speaker. Q&A will be managed by the session moderator.

Inspire Talks

Inspire presentations should run 5 minutes. The session moderator will introduce each speaker but in this type of session it is the automatic timing of the slides that will keep the presentation on schedule. We do not list specific talk times for Inspire since the transition between speakers can take a minute or two.

An extended Q&A and discussion will take place at the end of the session. Unlike most other session types, there will not be time between the talks for Q&A.

Microsoft PowerPoint is the format speakers must use for Inspire presentations. We will send every speaker instructions on how to set up the slide timings in PowerPoint. Session moderators and A/V volunteers will also have these instructions.

Contributed Posters and Latebreaking Posters

• Conversation is encouraged at our poster sessions. These sessions provide an opportunity for extended discussion and networking. Light refreshments will be available.
• Poster sessions are 5:00-6:30 PM Monday through Thursday, with a different set of posters scheduled every day. Presenters are required to be present for the duration of their scheduled 90-minute session.
• Each presenter should hang their poster before the session begins and remove it at the end of the session.
• Poster presenters may enter the Exhibit Hall any time after 9:30 am each morning to hang posters. You will be required by security to wear your meeting badge to enter the Exhibit Hall.
• There is no poster size requirement except that the poster fits on the provided board. Poster boards are landscape format with dimensions 8 ft wide x 4 feet tall (2.4 m wide x 1.2 m tall). The poster is NOT required to take up all of the space provided, only to fit comfortably within that space. In practice most posters are smaller than the board, typically in the 4-5 ft wide x 3-4 ft tall range.
• Push pins are the only method allowed for attaching the poster to the board. These will be supplied on site.
• Poster presenters may not use audio-visual equipment. Unfortunately, we cannot accommodate the space and logistical requirements for such equipment.
• Poster presenters are welcome to bring handouts, such as 8.5×11 copies of their posters to provide as handouts. We recommend bringing an envelope that can hold these and that can be attached to the poster board using pushpins.