Presentation Guidelines

Presentations will commence on Tuesday morning, and continue through Thursday. To the extent possible the conference will not be broken into concurrent sessions to ensure that all participants are able to attend all talks

Oral presentations will be limited to a maximum of 20 minutes. Prepare your presentation to end after 15-17 minutes to allow a few minutes to introduce you and for questions afterwards.

Adequate time for questions, answers, and discussion is important to conference attendees. You can expect the Session Chair to cut you off at your time limit.

Presenters must load their presentations onto the conference computer no later than the evening prior to the session in which they are speaking. Make sure the presentation cycles through slides correctly on the conference computer. If you have audio or video files, make sure they are saved and linked on the conference computer, and function correctly.

Presenters should prepare their presentation slides in Microsoft PowerPoint , and must bring their presentations on a USB Flash drive for loading onto the conference computer. We will not be able to support presentations created on Macs or in other formats. Please contact us to make other arrangements if you are unable to bring your presentation in Microsoft PowerPoint. We advise you to bring a second copy of your presentation, stored on another device, for back-up should your primary copy fail to load or open.

Please review the following guidelines for presenting your talk:

  • The quality of presentations is the single most important issue for many conference attendees. Please do everything you can to prepare a presentation that will convey the points you hope to communicate and reflect positively on your work and the conference goal. We expect approximately 150 participants. You should prepare a presentation to be experienced and appreciated by your colleagues, most of whom know far less about your topic than you do.
  • Practice your presentation to make sure it fits in the time limit and the flow of ideas and choice of words are easy to understand.
  • Organize your presentation to clearly state the problem, the issue and/or the reason for your work. Limit your discussion of methodology. Emphasize your results and their implications for others.
  • Keep your graphics clear, simple, and easy to read.
  • Prepare high quality visual aids that can be read from the back of the room. We suggest an Arial (or other simple) font at font size 24 or larger.
  • Speak clearly and directly to the audience using the microphone.
  • The screens used in the meeting room will be oriented horizontally (landscape layout). Therefore, we request that you use only horizontal (landscape) presentation slides to ensure that the full extent of the slide can be seen on the screen. The upper and lower portions of vertically oriented presentation slides will not project well onto the screen and may not be visible to the audience.
  • Please note that you cannot count on being able to make extensive modifications in time before your presentation will be loaded on the session's presentation computer. Bring your presentation to the conference in completed form.
  • We suggest that you bring your presentations saved on multiple media (one copy on each of two thumb drives) so that we will be able to access your presentations should technical problems arise with one of the types of media.

Audiovisual Equipment Provided

A laptop computer with Windows operating system and Microsoft PowerPoint, attached to two projectors, will be used to load and project presentations onto two large screens. Speakers will speak at a podium with a microphone hooked up to the room's sound system.

Poster Guidelines

Posters should be large enough for multiple viewers to read them, but should not exceed 3 feet wide by 4 feet tall.

All poster presenters are expected to be accompanied by a related paper. Please have copies of your paper available at your table. Exceptions may be considered - please email us to discuss. Do not simply mount the text of your paper as a "poster."

Posters must be ready for viewing prior to the Poster Session, which will take place the evening of Tuesday, 11 October. During the Poster Session, you are expected to remain by your poster and answer questions. Posters are encouraged to be left on display for the remainder of the conference. Coffee breaks on all three days will take place in the same room as the posters, allowing additional time for attendees to view them, and time for poster presenters to view others' posters.

Here are some tips on making your poster more effective:

  • Divide the contents of your poster into appropriate sections, such as: title, author and affiliation; abstract; methodology; data; results; and conclusions.
  • Headings above each poster section should indicate its contents and identify the appropriate sequence for viewing the poster by clearly visible numbers, letters, or arrows.
  • Use a font pitch of no less than 16 for your text, since most viewers will be standing at least three feet away from a poster.
  • Use larger lettering for the poster's title, author, and institutional affiliation. (At least an inch high.)
  • Avoid fonts that utilize script or are difficult to read.
  • If hand lettering is required, use felt-tip black ink.
  • Written material should be concise. Save unessential but helpful or interesting secondary points for discussion with your viewers.
  • Graphs, charts, and tables are particularly eye-catching at poster sessions.
  • Your printed conclusions should permit observers to focus on a concise statement of your central findings that lends itself to informal discussion.
  • Neutral or grayish poster or matte board is easier on the eyes than a bright color, but some colors can be made to look professional. Neon colors should be avoided.
  • A mailing tube or portfolio case is recommended for transporting your poster.
  • A notepad may prove helpful in elaborating further upon your poster or for taking names and addresses of people interested in your research.

Poster Display Equipment Provided

Poster presenters will only need to bring their posters to the conference, as display equipment will be provided in the form of easels or wall space, and masking tape or other means to attach posters.