INSTRUCTIONS FOR SESSION CHAIRS AND PRESENTERS

Transcription

1 ORAL PRESENTATION INSTRUCTIONS CONCURRENT SESSION INSTRUCTIONS Seven concurrent sessions will be held in the Wisconsin Center on the first floor: 101AB, 102AB, 102C, 102DE, 103AB, 103C, and 103DE. Each session room will be set in theater style seating and be equipped with a projector, screen, a PC laptop, and a microphone. Wifi wireless internet access has been arranged for our group throughout the facility and in all the meeting rooms. Please log into your presenter account in the abstract system to specify any additional technology needs you may have. Also access the abstract system by the assigned deadline to upload your presentation(s) so that they can be pre-loaded on the laptop in your room prior to your scheduled start time. INSTRUCTIONS FOR SESSION CHAIRS AND PRESENTERS Session Chair Information Please arrive 30 minutes early to familiarize yourself with the meeting room and AV equipment. The presentation files for each session will be pre-loaded on the laptop in the room in a folder by date and time. Once the presentation is launched, the presenter will control the program from the podium using a handheld slide advancer/laser pointer (provided). Alternately, the presenter may use the computer mouse or the up/down/right/left keys on a keyboard for navigation. The session chair or other room monitor will serve as a timer and indicate reminder times from the back of the room. We must keep on time! Please start the sessions on time; do not delay while people return from breaks. If a presenter ends early or a talk is cancelled, please wait until the scheduled start of the next presentation before continuing. Talks are 12 minutes long with 2 minutes for questions and a 1-minute period for changing rooms. Please briefly introduce the speaker, their affiliation, and the title of their talk- no biographical elaboration is necessary. To keep talks on schedule, the session chair or other room monitor will use their own device to keep track of session times. We will use the following timing conventions; at 10 minutes past the start of the talk, notify the speaker that there are 2 minutes left. At 12 minutes, indicate it is time to begin any questions; At 14 minutes indicate that the talk and questions are over. The session chair or room monitor will be provided with three cards: A yellow card to indicate there are 2 minutes left; a green card to indicate it is time for questions; and a red card to indicate that the talk and questions are over. Note that if you are chairing a 30-minute talk in a session, the talk and any questions still must end at the same time as a second concurrent 15 minute talk would.

2 CREATING YOUR PRESENTATION The computers in the session rooms will be Windows 7 based PCs with Microsoft Office 2013, including PowerPoint. Verification of proper performance in the Presentation (room 101C in the Wisconsin Center) is essential, particularly if video and animation are included in the presentation. Internet access will be available during your presentation, however it is best to download any files containing videos and sound to your presentation folder rather than rely on internet links for those components, to assure trouble-free access and smooth streaming. Personal laptops cannot be used for presentations in the session rooms. All presentations will be uploaded from the Presentation Room to Meeting Room laptops provided for your use. However, support is available in the Presentation room for any last-minute revisions to your presentation. Please save a copy of your most current presentation on a USB Flash Drive, external Hard Drive, or a CD, and bring it with you when checking in at the Presentation Room. Please do not bring your laptop as the process of physically setting it up to retrieve, store, and transfer the presentation is prohibitively time-consuming. All presentations must be created in, or converted to, Microsoft s PowerPoint program. PDF Presentations are also acceptable, but they are not capable of animation. Macintosh Users Please make sure that all inserted pictures are either JPEG or PNG file-types. Quicktime (.mov) files are also an accepted video format. Presenters using Macintosh s Keynote program should read for directions on converting their presentation to PowerPoint. This conversion should be completed prior to uploading the presentation; however, there will be a Macintosh laptop available in the Presentation Room for on-site conversion of presentation if required. Video Formats The recommended video format for Windows-based presentations is Windows Media (.wmv). For more detailed information regarding adding videos to your presentation please read PowerPoint embeds image files directly into the file when you save them, while video files are not embedded. Only a link is made to the video file. Copy the video clips you want to insert into the same folder as the PowerPoint file. This will eliminate the problem of PowerPoint losing the link to the file. There is a trade-off between high quality videos and large files. Use short video segments when needed, and try to keep the file size to less than 20 Mb.

3 Fonts Arial and Helvetica are recommended for clarity and compatibility. Confirm a font size of AT LEAST 24 points for body text and points for headings. Avoid using red or green. Confirm that the maximum number of lines in text slides is no more than 6 or 7. Images The size of the screen will be 1024 x 768 pixels, meaning that any image with more pixels in the X or Y coordinate that is more than that will not be displayed. The image will be altered by PowerPoint to fit. Large images (i.e. 2000x1500 pixels) which are created with digital cameras and scanners will make the resulting PowerPoint file very large. This may cause the presentation to load slowly. For on-screen presentations, JPEG-type images work well. This type of image file can be created with virtually all imaging programs. There are many graphics programs which can manipulate images. Consult the manual for more specific instructions if needed. Large/slow presentations can be avoided by using a graphics program to convert the image and inserting images by a specific method: Change the size of the image to approximately 800 x 600 pixels Save as file type: JPEG or JPG Select compression setting of 8 (High quality image) Insert all images into PowerPoint as JPEG files. If you copy the images to the clipboard and then Edit/Paste them into PowerPoint, the images will not be compressed and the PowerPoint file can become very large. To avoid this, insert them directly into PowerPoint (Insert/Picture/from File). Animations Please keep animations to a minimum. PREPARING FOR YOUR PRESENTATION Submission and Presentation review/editing Check in at the Presentation Room (101C in the Wisconsin Center) to submit your files to preview your presentation. You must come to the Presentation Room with your files the day

4 preceding your talk. The Conference Services technicians will assist with the upload of your files and provide the opportunity to preview and/or edit your presentation as necessary. After you have submitted your files and have finished reviewing and/or making changes to your presentation, you must tell the Conference Services personnel that you have viewed and approved your presentation file before you leave the Presentation Room. The Conference Services technician will then transfer the updated file to your meeting room. Presentation Room Location and Hours Sunday, May 17 Wisconsin Center 101C 1:00 pm to 9:00 pm Monday, May 18 Wisconsin Center 101C 8:00 am to 7:00 pm Tuesday, May 19 Wisconsin Center 101C 8:00 am to 7:00 pm Wednesday, May 20 Wisconsin Center 101C 8:00 am to 4:00 pm Thursday, May 21 Wisconsin Center 101C 8:00 am to 5:00 pm Quality Control It is recommend that you give your presentation a last once-over in the Presentation room. When reviewing your presentation, make sure all fonts, images, and animations appear as expected and that all audio or video clips are working properly. The computers in the meeting room are the same as the computers in the Presentation Room therefore: IF THE PRESENTATION DOES NOT PLAY PROPERLY IN THE PRESENTATION ROOM, IT WILL NOT PLAY PROPERLY IN THE MEETING ROOM.

5 POSTER PRESENTATION INSTRUCTIONS POSTER GUIDELINES Posters will be mounted on poster boards located on the main floor of the Wisconsin Center in the lobby/pre-function areas on both sides of the exhibitor and ballroom areas. Two-sided 8 x 4 poster boards will be provided. On each side of the poster board, two posters will be mounted side by side. Therefore, posters must be no larger than 45 inches high by 41 inches wide. (These dimensions do not include the frame around the perimeter of each poster board). If your poster exceeds these specifications, it may be subject to removal. Posters will adhere to the boards using push pins that will be provided. POSTER SESSION TIMES The Poster Session will take place on Wednesday, May 20 from 1:30 to 4:30 pm on the main floor of the Wisconsin Center in the lobby/pre-function areas on both sides of the exhibitor and ballroom areas. Posters can be set up on Tuesday, May 19 from 8:00 am to 5:00 pm. To optimize viewing and interaction opportunities we encourage presenters to leave their posters in place until Thursday when they need to be removed by 6:00 pm.